Scoring System (Portfolio) – Risk Register

The Scoring System page allows you to create a scoring system template for both Threats and Opportunities separately that can be applied to your project.  These templates are saved in the system and can be reused for future projects.  The Scoring System Template page in the PRC Enterprise Risk Register can be viewed only by those users who have either Read/Write or View access.  Users with only Read/Write access can create a new template, edit template information, edit probability and tolerance levels, edit impacts, edit risk matrix, add new impacts and delete additional impacts.

Users designated with View Access may view templates, view probability and tolerance levels, view impacts and also view the risk matrix.

 

Figure 1

 

Figure 2

 

Searching For Templates:

Searching for templates in the Scoring System can be done in two ways.  The Search function allows the user to search for a template 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:

Steps:

  1. Portfolio Management —>Scoring System (Threats/Opportunities)
  2. Click the SEARCH button.  (Figure 1) or (Figure 2)
  3. Enter the search keyword (which can be the Template Name or Template Description).  Click the SEARCH button and select the required template.  (Figure 3)

 

portfolio_scoring_search

Figure 3

 

The SHOW ALL button in the search area lists all the templates available (By default).

Using the Select Function (dropdown list):

Steps:

  1. Portfolio Management —>Scoring System (Threats/Opportunities)
  2. Click the Select Template dropdown.  (Figure 1) or (Figure 2)
  3. Select the required template from the list shown.

 

Creating a new template:

Creating a new template is quick and easy.  The Template Name is a required field to save the template.

Steps:

  1. Portfolio Management —>Scoring System (Threats/Opportunities)
  2. Click the CREATE NEW TEMPLATE button.  (Figure 1) or (Figure 2)
  3. After entering template details, click the SAVE button.

 

Creating default template:

This functionality is used to create a Master Template.  Only once the default template can be created and is done by Super User.

Steps:

  1. Portfolio Management —>Scoring System (Threats/Opportunities).
  2. Click the CREATE DEFAULT TEMPLATE button.  (Figure 1) or (Figure 2)
  3. After entering template details, click the SAVE button.

 

View Default Template:

To view the Master Template, click the View Default Template button.   (Figure 1) or (Figure 2)

 

View Level Definitions:

To view probability and tolerance levels, click the VIEW LEVEL DEFINITIONS button shown in the Probability & Tolerance Scales section.  (Figure 1) or (Figure 2)  A pop up shown in Figure 4 appears.  If the Level Definitions have been modified, click the SAVE button to save the changes.

 

Figure 4

 

To view impact levels, click the VIEW LEVEL DEFINITIONS button shown in the Impacts section.  (Figure 1) or (Figure 2)  A pop up appears (Figure 5).  If the checkbox for Apply full name to all Impacts is checked, the current full name is applied to cost, schedule and additional impacts.  This name can be viewed in the score section´s impact dropdown while adding the risk details. Click the SAVE button to save any modifications to the View Level Definitions.

If the checkbox is not checked, click the NEXT button in Figure 5.  A pop up appears.  (Figure 6)  The modifications to cost, schedule and additional impacts can be done individually and click the SAVE button.  (Figure 6)

 

Figure 5

 

Figure 6

 

Edit Template Information:

While editing the details of a template, the fields Template Name and Template Description will be unlocked.

Steps:

  1. Portfolio Management —>Scoring System (Threats/Opportunities)
  2. Select the required template.
  3. Click the EDIT button.  (Figure 1) or (Figure 2)
  4. After the data is modified, click the SAVE button.

 

 

 Edit Probability & Tolerance:

While editing Probability & Tolerance fields such as Number of Groups, Lower Threshold, and Upper Threshold, the color is unlocked.

Steps:

  1. Portfolio Management —>Scoring System Template (Threats/Opportunities).
  2. Select the required template.
  3. Click the EDIT button under Probability & Tolerance.  (Figure 1) or (Figure 2)
  4. After the data is modified, click the SAVE button.

The color is set by clicking on the corresponding color shown beside each field.  An example of the color picker is displayed in Figure 7.

 

Figure 7

 

 

Edit Impacts:

While editing Impacts fields such as Number of Groups, Lower Threshold, Upper Threshold and Duration Type; Name and Description of Additional Impact are unlocked.

 

Cost Type:

The Cost Type has values Percentage and Currency, where Cost is the default value.  If the value percentage is selected for duration type, the cost values will be expressed in the corresponding percentage of total cost of project.  For currency, the cost values remain unchanged.  These changes are visible only when the corresponding template is assigned to the project.

 

Duration Type for Schedule:

The Duration Type field for schedule has values: Days, Weeks, Months, Year and Percentage.  The default value is Days.  If Percentage is selected, the Schedule value will be converted to the percentage of the Number of days between start and end date of a project.  These changes are visible only when the corresponding template is assigned to the project.

Steps:

  1. Portfolio Management —>Scoring System Template (Threats/Opportunities).
  2. Select the required template.
  3. Click the EDIT button under Impacts section.  (Figure 1) or (Figure 2)
  4. After the data is modified, click the SAVE button.

 

 

Add New Impact:

This functionality is used to add new additional impact.

Steps:

  1. Portfolio Management —>Scoring System Template (Threats/Opportunities).
  2. Select the required template.
  3. Click the ADD button under Impacts section to add new impact.  (Figure 1) or (Figure 2)
  4. After entering the details, click the SAVE button.  (Figure 8)

 

Figure 8

 

Delete Impacts:

This functionality is used to delete additional impacts.  Additional impacts can be deleted only by those users who have Read/Write access for delete.

Steps:

  1. Portfolio Management —>Scoring System Template (Threats/Opportunities).
  2. Select the required template.
  3. Click the Close icon to delete additional Impacts.

 

Edit Risk Matrix:

This section allows you to define the scores based on the Probability and Impact position.

Steps:

  1. Portfolio Management —>Scoring System Template (Threats/Opportunities).
  2. Select the required template.
  3. Click the EDIT button under Risk Matrix.  (Figure 1) or (Figure 2)
  4. After the data is modified, click the SAVE button.

 



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