Spreadsheet View (Opportunities)

The Spreadsheet View (Opportunities) page allows the user to add, edit, delete, and export opportunities in a selected project.  This page is visible only to those users who have Read/Write access or View access for the page Spreadsheet View (Opportunities).  Users with Read/Write access can create new opportunities, edit opportunities, delete opportunities and export to Excel.  Users designated with View access may view the opportunity details and export to Excel.  The Spreadsheet View (Opportunity) does not contain mitigation data.  Mitigation information can be viewed using the Risk Details (Opportunities), Risk Details (Mitigation), Spreadsheet View (Mitigation).  Spreadsheet initially loads with the risk which are in open status.

This is a special component that has an Auto Save feature.  When editing or adding new values to a cell the value is automatically saved by clicking in another cell.  It is important to always click in another cell to trigger this auto save feature.  The values in the spreadsheet can be sorted by clicking on the column header.  Click again on the column header to reverse the order of sorting.  The columns can be resized by clicking and dragging between the column headers.  Each column has its own minimum width set.  A column cannot be dragged narrower than its minimum width.

opp_spreadsheet

Figure 1

 

Drill Down:

The drill down option is available to the user at the first column of opportunity spreadsheet. (Figure 1) The user can drill to the risk details opportunity page when the Drill Icon corresponding to each opportunity is clicked there the detailed information of the corresponding opportunity can be viewed.

Save All:

The Save All button is to save all the changes done in the Opportunity Spreadsheet page when the Auto Save is OFF.  (Figure 2)

Steps:

  1. Risk Register —> Risk Spreadsheet —> Opportunities
  2. Select the Auto Update Off option from the dropdown.  (Figure 2)
  3. Give the necessary changes in the Threat Spreadsheet page and click Save All button to save all the changes made.  (Figure 2)

 

opp_spreadsheet_autosave_off

Figure 2

 

Navigate Page:

To go to the Spreadsheet View (Opportunity) page, click the Opportunities radio button shown on top of the page.  (Figure 1)  The option for navigation from one page to another is placed on top of the page and is shown in Figure 1.

 Steps:

  1. Risk Register —> Spreadsheet
  2. Click the Threats radio button (Figure 1) to navigate to the Spreadsheet view (Threats) page.

Or

   Click the Mitigations radio button (Figure 1) to navigate to the Spreadsheet view (Mitigations) page.

 

Export to Excel:

This functionality is used to export the entire page to Excel as .xlsx or .xls file type.

Steps:

  1. Risk Register >Risk Spreadsheet —> Opportunities
  2. Click the Export button to export the entire page to Excel.  (Figure 1)

 

 Undo:

This functionality is used to reset the last saved value.

Steps:

  1. Risk Register —>Risk Spreadsheet —> Opportunities
  2. Click the Undo button to return to the last saved value.  (Figure 1)

 

Status:

This functionality is used to display the project details whose status is open, closed or both.

  1. Risk Register —> Risk Spreadsheet —> Opportunities
  2. Click the Status dropdown button and select open, close or both to display the project details with particular status.  (Figure 1)

 

Delete Opportunities:

Opportunities can be deleted by clicking the Delete button corresponding to each row or multiple opportunities can be deleted simultaneously.

Delete multiple opportunities:

This functionality helps to delete multiple opportunities simultaneously.  To delete multiple opportunities we must first select them.  Deleted opportunities will be moved to the Recycle Bin from where they can be deleted permanently.

Steps:

  1. Risk Register —>Risk Spreadsheet —> Opportunities
  2. Click the Select Opportunities button to select the opportunities to delete.  (Figure 1)
  3. Select the opportunities by checking the checkboxes.  (Figure 3)
  4. Click the Delete Multiple button to delete the selected opportunities.  (Figure 3)

 

opp_spreadsheet_delete

Figure 3

 

Delete Opportunities Individually:

The deleted opportunities will be moved to the Recycle Bin.

Steps:

  1. Risk Register —>Risk Spreadsheet —> Opportunities
  2. Click the Delete icon corresponding to each opportunity.  (Figure 3)

 

Group by:

This functionality is to view the scoring in different ways based on each fields in the Opportunities Spreadsheet, i.e. ID, Name, Status etc.  The default view will be No grouping.

Steps:

  1. Risk Register —> Risk Spreadsheet—> Opportunities
  2. Click the Group By dropdown and Select the required one from the list.  (Figure 4)

 

opp_spreadsheet_groupby

Figure 4

 

Ungroup to add new:

This functionality is to ungroup the grouped list and allows adding new opportunities.

Steps:

  1. Risk Register —> Risk Spreadsheet—> Opportunities
  2. Click the Group By dropdown and select the required one from the list.  (Figure 3)
  3. Click the Ungroup To Add New button to ungroup the list and add the new opportunity.  (Figure 4)

 

Collapse All:

This functionality is to collapse the opportunity risk score information based on the group selected from the Group By dropdown.

Steps:

  1. Risk Register —> Risk Spreadsheet—> Opportunities
  2. Click the Group By dropdown and select the required one from the list.  (Figure 4)
  3. Click the Collapse All button to collapse the opportunity information.  (Figure 5)

 

opp_spreadsheet_groupby_collapseall

Figure 5

 

Expand All:

This functionality is to show the collapsed threat risk score information.

Steps:

  1. Risk Register —> Risk Spreadsheet—> Opportunities
  2. Click the Group By dropdown and select the required one from the list.  (Figure 3)
  3. Click the Expand All button to show the collapsed opportunity score information.  (Figure 5)

 

Copy to Monte Carlo:

This functionality helps to copy the Qualitative details of selected opportunities to their corresponding Monte Carlo Inputs.

Steps:

  1. Risk Register —> Risk Spreadsheet
  2. Click the Select Opportunities button to select the opportunities.  (Figure 1)
  3. Select the opportunities by checking the checkboxes.  (Figure 3)
  4. Click the Copy to Monte Carlo button to copy the selected opportunities’ Qualitative details to their Monte Carlo Inputs.  (Figure 3)

 

Copy to Qualitative:

This functionality helps to copy the Monte Carlo details of selected opportunities to their corresponding  Qualitative Score.

Steps:

  1. Risk Register —> Risk Spreadsheet
  2. Click the Select Opportunities button to select the threats.  (Figure 1)
  3. Select the opportunities by checking the checkboxes.  (Figure 3)
  4. Click the Copy to Qualitative button to copy the selected opportunities’ Monte Carlo details to their Qualitative Score.  (Figure 3)

 

Reorder Columns:

This functionality is used to arrange the required fields in a particular order in which risks are viewed in spreadsheet.  The user can create, save & apply, delete and reset the column orders in opportunities spreadsheet.  To set a selected order as default, check the Set as Default checkbox.  The column order selected by default when no user defined column order exists is the Default Column Order which cannot be deleted.  It can be edited by the user when necessary.

Steps:

  1. Risk Register —> Risk Spreadsheet —> Opportunities
  2. Click the Reorder Columns button to reorder the spreadsheet columns.  (Figure 1)
  3. Select the required fields to be reordered from Available Fields using Add & Remove buttons.  (Figure 6)
  4. Click First, Up, Down or Last button to move the selected field to the required position
  5. Click Save and Apply icon to save and apply the changes made.  (Figure 6)
  6. Click Reset icon to reset the fields to the previous order.  (Figure 6)
  7. Click Delete icon to delete the selected column order from the list.  (Figure 6)

 

spreadsheet_column_order

Figure 6

 

Quick Monte Carlo:

Cost Exposure:

This functionality generates a Quick Monte CarloAnalysis that shows the Cumulative S Curve report and Top Risk reports for Threats/Opportunities or Threat and Opportunities.  Top Risk reports are classified into 2 Tornado charts, Cost Values Isolated to P and Cost Percentages Isolated to P.  The Cumulative Frequency Iterations and the Cumulative Percentage Values are highlighted based on the Iteration number and the Highlight, as shown in the chart and the table.  The Top Risk reports consider simulated cost exposure values of each risk up to the Pn iteration value, where ‘n’ is the percentile value of total number of iterations given.

Steps:

  1. Risk Register —> Risk Spreadsheet —> Opportunities
  2. Click the Quick Monte Carlo button.  (Figure 1)
  3. A pop up appears (Figure 7) where the Cumulative S Curve report and Top Risk reports are shown.
  4. Select the Threats/Opportunities or Threats and Opportunities from Options dropdown and give the Iteration number.  (Figure 7)
  5. Click Apply button to apply the given highlights based on which the Pn Percentile Value for the Top Risk reports can be taken.
  6. Click Run Analysis button to generate the charts.  (Figure 7)
  7. Click Export to Word button to open the charts in Microsoft Word.  (Figure 7)

 

rr_spreadsheet_opportunity_quickmontecarlo_costexposure

Figure 7

Duration Exposure:

This functionality generates a Quick Monte Carlo Analysis that shows the Cumulative S Curve report and Top Risk reports for Threats/Opportunities or Threat and Opportunities.  Top Risk reports are classified into 2 Tornado charts, Duration Values Isolated to P and Duration Percentages Isolated to P.  The Cumulative Frequency Iterations and the Cumulative Percentage Values are highlighted based on the Iteration number and the Highlight, as shown in the chart and the table.  The Top Risk reports consider simulated duration exposure values of each risk up to the Pn iteration value, where ‘n’ is the percentile value of total number of iterations given.

Steps:

  1. Risk Register —> Risk Spreadsheet —> Opportunities
  2. Click the Quick Monte Carlo button.  (Figure 1)
  3. A pop up appears (Figure 8) where the Cumulative S Curve report and Top Risk reports are shown.
  4. Select the Threats/Opportunities or Threats and Opportunities from Options dropdown and give the Iteration number.  (Figure 8)
  5. Click Apply button to apply the given highlights based on which the Pn Percentile Value for the Top Risk reports can be taken.
  6. Click Run Analysis button to generate the charts.  (Figure 8)
  7. Click Export to Word button to open the charts in Microsoft Word.  (Figure 8)

 

rr_spreadsheet_opportunity_quickmontecarlo_durationexposure

Figure 8

Recycle Bin:

To go to Recycle Bin from Spreadsheet view (Opportunities), click the Recycle Bin icon shown on top of the page in Figure 1.

 

 

recyclebi opporecyclebin oppo2

Figure 9

 

Restore Opportunities:

The restored opportunity is removed from the Recycle Bin and is moved back to the pages where opportunity details are shown (for example Spreadsheet View (opportunities)).

Steps:

  1. Risk Register —>Risk Spreadsheet —> Opportunities
  2. Click the Recycle Bin icon to go to the Recycle Bin page.
  3. Select opportunity to restore. 
  4. Click the RESTORE button to restore selected opportunity.  (Figure 9)

 

 

Delete opportunity From Recycle Bin:

An opportunity deleted from the Recycle Bin will be removed completely from the system.

Steps:

  1. Risk Register —> Risk Spreadsheet —> Opportunities
  2. Click the Recycle Bin icon to go to the Recycle Bin page. 
  3. Select the opportunity to delete. 
  4. Click the Delete button.  (Figure 9) 

After you receive the confirmation message (Figure 10), click the OK button.  The opportunity will be deleted permanently.  To cancel, click the Cancel button.  (Figure 10)

 

 

recycle_bin_delete

Figure 10

 

Frozen column:

This functionality is used to set the number of columns as fixed when the scroll is enabled.  For example, in Figure 7 Frozen Columns is set to 2 (default value), which implies that the column ID and Name will be fixed and scrolling will be applicable from the third column onwards.

 

frozen_column

Figure 11

Steps:

  1. Risk Register —>Risk Spreadsheet —> Opportunities
  2. Enter the number of columns that must be frozen.
  3. Click the Set button shown in Figure 11.

 

 

Filter Data:

To Filter the data according to a particular value:

Steps:

  1. Risk Register —>Risk Spreadsheet —> Opportunities
  2. Select the required column from the Select Column dropdown.  (Figure 1 )
  3. Enter the value in the textbox based on which filtering is  to be done.  (Figure 1)
  4. Click the Filter button (Figure 1).  The filtered data will be displayed.

 

Reset Data:

This functionality is used to set the filtered values to its previous values.

Steps:

  1. Risk Register —> Risk Spreadsheet —> Opportunities
  2. Click the Reset button to reset the values.  (Figure 1)

 

 

Pre-Mitigated Score:

The Pre-Mitigated Score is the risk score.  The fields (Probability, Cost and Schedule and Additional Impacts) are used to set the pre-mitigated score.  (Figure 1)  If Probability and Impacts have a value of either Undefined or No Risk, the Pre-Mitigated Score will be zero.

 

Post-Mitigated Score:

The Post-Mitigated Score is the mitigation score.  The fields (Probability, Cost and Schedule and Additional Impacts) are used to set the post-mitigated score.  (Figure 1)  If probability and Impacts have value either Undefined or No Risk the Post-Mitigated Score will be zero.

 

Creating a new opportunity:

Creating a new opportunity in Spreadsheet View is quick and easy.  The ID field is required to save an opportunity.

Steps:

    1. Risk Register ––>Risk Spreadsheet —> Opportunities
    2. Enter the details on a new line. For fields such as NameDescription etc., a textbox pops up upon clicking the cell.  (Figure 12)  After entering the details, click the Close button for text fields (Figure 12).  The details will be saved automatically.  To cancel, click the Cancel button.  (Figure 12)

 

opp_spreadsheet_new_opp

Figure 12

 

A calendar component pops up for date fields upon clicking the calendar control.  (Figure 13)

 

calender__component

Figure 13

 

If the data is to be selected from a list, a dropdown appears.  (Figure 14)

 

drop_down_list

Figure 14

 

The other columns may be edited within the cell.

       3. Click any other cell to trigger the Auto Save.

 

Editing an Opportunity:

To edit an existing opportunity:

Steps:

  1. Risk Register —>Risk Spreadsheet —> Opportunities
  2. Refer to the procedures in the previous section (Creating a new opportunity).
  3. Edit the cell as required and click in any other cell to trigger the Auto Save.

User Defined Fields:

User Defined Fields or Custom Fields are shown along with the opportunity details as the last column.  There is no limit to the number of User Defined Fields.

User Defined Fields can be added in two ways.

1. The User Defined Fields can be added using the template imported for the project from the page:

Project settings —> Assign Templates

                 Or

2. It can be also be added from the page:

                      Project settings —>Custom Fields
 

 

Bulk Email:

This functionality is to send multiple Risks and Mitigations data by email to the selected users.  This functionality is applicable only to those users with the User Type Application and Email and Email Only in the Manage Users page.

Two lists can be utilized: Available Users and Selected Users.  Available Users (Figure 15) contains all users who have access to the selected project and portfolio level users.  Selected Users (Figure 15) displays the users who have been selected.  A user can be added to the Selected User list using the Add button.  All nodes under the Available Users list can be moved to the Selected Users list using the Add All button (Figure 15).  A single node from the Selected Users list can be moved back to the Available Users list using the Remove button.  The Remove All button moves all nodes from the Selected Users list to the Available Users list.  The Subject by default has the value Project Name: ID/Name of the risk selected, which can be changed if needed.

Steps:

  1. Risk Register —> Risk Spreadsheet
  2. Click the Opportunities radio button to navigate to the Risk Spreadsheet (Opportunities) page.  (Figure 1)
  3. Click the Select Opportunities button to select the required opportunities to be sent.  (Figure 1)
  4. Select the opportunities by checking the checkboxes.  (Figure 3)
  5. Click the Bulk Email icon to send email.  (Figure 3)  It navigates to another page.  (Figure 15)
  6. Select at least one user to whom the mail should be sent.
  7. Enter the message in the Message text area.
  8. Select the required fields for the email edit that can be edited and saved by the recipient (refer Figure 15).
  9. Click the Send Mail button.  (Figure 15)

 

opp_bulk_email

Figure 15

 

Update fields:

This functionality allows the recipient users to view the opportunities and its mitigations field values that are selected, where the email can be edited.

 

Go to Opportunity Spreadsheet:

This functionality helps the user to navigate to the Opportunity Spreadsheet page.

 

Send Mail:

This functionality is to send the mail to the selected users after selecting the opportunity and its mitigation details for email edit.

opp_bulk_email_receivd

Figure 16

 

The recipients will receive a mail that contains the project details, the opportunities and its mitigations data and also a link in which the user can do the email edit for the Risk Data.  (Figure 16)  By clicking the link, it navigates to another page where the changes are made.  (Figure 17)  Submit the changes by clicking the Save Changes button that will update the changes done to the database, and a mail is sent to the user showing these updated fields.  (Figure 18)  The changes can be saved only once for an email sent.

 

opp_bulk_email_updation

Figure 17

 

opp_mail_fig3

Figure 18