The Risk Details (Opportunities) page allows you to Search, Edit, Map, Add, and Delete Opportunities in the selected project. To view project data, a project must be first selected from the Select Project section of the menu. The user will have access only to those projects that have been assigned by the System Administrator. Users with Read/Write access can create new opportunities, edit opportunities, delete opportunities, and send email. Users designated with View access can view the opportunity details, and send email.
To go to the Risk Details (Opportunities) page, navigate from the Risk Details (Threat) page.
To go to the Risk Details (Threat) page or Risk Details (Mitigations) from the Risk Details (Opportunities) page:
Click the Threats radio button to navigate to the Risk Details (Threat) page. (Figure 1)
Click the Mitigations radio button to navigate to Risk Details (Mitigations) page. (Figure 1)
Searching for Opportunities in Risk Details (Opportunities) can be done in two ways. The Search function allows the user to search for an opportunity based on a keyword. This method is faster when you are working with large amounts of data. The Select function is commonly used for databases with less data and when the search objective is known.
Using the search function:
The Show All button in the search area lists all opportunities available (by default). (Figure 2) In order to Filter or Sort opportunity details displayed in the search area, click the Advanced Search button. The search area changes to that shown in Figure 3.
To Filter the search area contents:
To Sort the data:
Using the select function (dropdown list):
Creating a new opportunity in the Risk Register is quick and easy. The Risk ID is a required field to save the opportunity.
The risk owner has an editable select box where the user can either enter or select the Risk Owner name. (Figure 4)
When editing opportunity details in Risk Details (Opportunities), all fields under the Opportunity Detail section, User Defined Fields section, Recovery Plan section, Qualitative Score section, Monte Carlo Inputs section and Data Mapping section will be unlocked and the user will be able to modify those fields.
Any user defined or custom field will be shown in this section. There is no limit to the number of user defined fields. User Defined Fields are added as follows:
Project settings—> Custom Fields
Any formula field will be shown in this section (Figure 5). There is no limit to the number of formula field. Formula Fields are added as follows:
Project settings –> Custom Fields
Users can add a short Risk Note. The note will be saved with the user name and a time stamp for future tracking purposes. Risk Notes once added cannot be edited and can only be deleted by a Super User. The Super User can delete Risk Notes by clicking the Close button. (Figure 6)
To Add New Note, check the following steps below:
This functionality is used to upload any additional documents required. It can be of type xls, csv, xer, mpp, jpeg, jpg, png, tif, gif, txt, doc, docx and pdf.
The Recovery Plan section is to document what will be done if the mitigation is not successful and the risk event does occur. It also documents the steps the team should be prepared to take if the risk becomes a reality.
The Closure Section is used for documenting the actual impact of the risk event on the project. Fully documenting this section will allow similar projects in the future to learn and benefit from the lessons learned.
Qualitative Score fields include Probability, Cost, Schedule and Additional Impacts, if any. (Figure 1) These fields are used to set the pre-mitigated score. If Probability and Impacts have a value of either Undefined or No Risk, the risk score will be zero.
The Schedule ID called Activity ID is used for simulation purposes.
To map Activity ID:
The Data Mapping section shows which Breakdown Structure the selected opportunity is mapped to, and at what level (Project, Business Unit, or Enterprise). It is not required to map data, but it will be useful when the time comes to report at the portfolio level.
Project Organizational Breakdown Structure, Project Work Breakdown Structure and Project Risk Breakdown structure details are added from the page:
Project Settings —>Project Breakdown Structure
Business Organizational Breakdown Structure, Business Work Breakdown Structure, Business Risk Breakdown Structure, Enterprise Organizational Breakdown Structure, Enterprise Risk Breakdown Structure, Enterprise Work Breakdown Structure are added from the page:
Portfolio Management —>Project Breakdown Structure
Enterprise Risk details are added from page:
Portfolio Management —> Reports —> Other Risk Reports —> Enterprise Risk List
To Map data:
The step described above applies to all Organizational Breakdown Structure, Work Breakdown Structure and Risk Breakdown Structure fields.
Users can track their Mitigation Plan or individual mitigation steps. The Mitigation Plan is a compilation of the individual steps below it. The Mitigation Plan cost is rolled up from the cost of each mitigation step. Tracking mitigation steps creates accountability when the step owner and planned dates are tracked. Reports can be generated to identify all mitigation steps that are currently behind schedule.
The qualitative and simulation scoring fields (Probability, Cost, Schedule, etc.) in the mitigation steps represent the residual risk that remains after a mitigation step is completed. The goal is to mitigate a risk until it is gone, however often this is not possible. It is important to document any residual risk that cannot be removed for the benefit of the project team and the accuracy of Monte Carlo simulations. Any graph that highlights a post-mitigated score will focus on the residual risk after all mitigation steps have been completed. The status of a mitigation step and the actual dates should be updated as the steps are started and finished. Proposed Cost is the sum of all Proposed Cost of the mitigation steps and Actual Cost is the sum of all Actual Cost of the mitigation steps.
This functionality is to edit the mitigation plan information such as Plan Name, Plan Description, Plan Owner, Proposed Cost, Response Type and Actual Cost.
Mitigation step information can be added from the Spreadsheet page or can be added from the Risk Details page itself.
This functionality is to edit, add, delete and export mitigation steps for the selected opportunity in spreadsheet. Click the EDIT IN SPREADSHEET button which navigates to a spreadsheet page.
This functionality is to add a new mitigation step for the selected opportunity.
This functionality is to edit the selected mitigation step of the opportunity selected.
To go to the Recycle Bin from Risk Details (Opportunity), click the Recycle Bin icon on top of the page in Figure 1.
The following steps restore opportunities and remove them from the Recycle Bin and move them back to the pages where the Opportunity details are being shown, such as Risk Details (Opportunities).
The Opportunity deleted from the Recycle Bin will be removed completely from the system.
After you receive the confirmation message (Figure 18), click the OK button. The opportunity will be deleted permanently. To cancel, click the Cancel button. (Figure 18)
The Search function allows the user to search for an opportunity based on a keyword. This method is faster when you are working with large amount of data. Opportunity details which are deleted from risk details section can be searched based on their Opportunity id, Opportunity Name etc for the particular project
To filter the search area contents using Advance Search
To Sort the data
To reset the details for filter and sort fields, click the Reset button. (Figure 21)
This functionality is used to export the entire page to Word and send it by email to the person selected.
The deleted opportunities will be moved to the Recycle Bin.
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