Spreadsheet View (Opportunities) – Risk Register

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.

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 Save 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)

 

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)

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)

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)

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 Edit View icon to reorder the spreadsheet columns.  (Figure 6)
  3. Select the required fields to be reordered from the Available Fields using Add & Remove buttons.  (Figure 7)
  4. Click First, Up, Down or Last button to move the selected fields to the required position.
  5. Click Save and Apply icon to save and apply the changes made.  (Figure 7)
  6. Click Reset icon to reset the fields to the previous order.  (Figure 7)
  7. Click Delete icon to delete the selected column order from the list.  (Figure 7)
  8. The view selection can be shuffled using the dropdown to the left of Edit View icon. (Figure 6)

Figure 6

Figure 7

 

Quick Monte Carlo:

 

Cost 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 the following Tornado charts, Cost Values Isolated to P, Cost Percentages Isolated to P, Correlation Isolated to P & Contingency Requirement 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 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 and also the Mitigated Options.  (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)

Figure 8

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 the following Tornado charts, Duration Values Isolated to P , Duration Percentages Isolated to P & Correlation 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 9) 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 and also the Mitigated Options.  (Figure 9)
  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 9)
  7. Click Export to Word button to open the charts in Microsoft Word.  (Figure 9)

 

Figure 9

 

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.

 

Figure 10

 

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 10)

 

 

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 10) 

After you receive the confirmation message (Figure 11), click the OK button.  The opportunity will be deleted permanently.  To cancel, click the Cancel button.  (Figure 11)

Figure 11

 

Search (Basic Search):

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 Opportunity spreadsheet can be searched based on their Opportunity id, Opportunity Name etc for the particular project.

Steps:

  1. Recycle bin —>  Opportunity  (Figure 1)
  2. Click the Search button.  (Figure 11.1)
  3. Enter the search keyword (which can be the ID or name) and click the Search button and the results will be displayed.  (Figure 11.2)
  4. After displaying the results to get back to the all details Click Show All button. (Figure 11.2)

Figure 11.1

Figure 11.2

Search (Advanced Search):

To filter the search area contents using Advance Search

Steps:

  1. Select the required field from the dropdown list.  (Figure 11.3)
  2. Enter the value based on which filtering is to be done.  (Figure 11.3)
  3. Click the Filter button the search results are displayed.  (Figure 11.3)
  4. After using Advance Search user can move to the basic search by clicking on Basic Search. (Figure 11.3)

To Sort the data

  1. Select the required column.  (Figure 11.3)
  2. Select the order (Ascending/Descending) in which sorting is to be done.  (Figure 11.3)
  3. Click the Sort button to sort the data in the search area.  (Figure 11.3)

To reset the details for filter and sort fields, click the Reset button.  (Figure 11.3)

 

Figure 11.3

Frozen column:

This functionality is used to set the number of columns as fixed when the scroll is enabled.  For example, in Figure 5 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.

 

Figure 12

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 12.

 

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 Name, Description etc., a textbox pops up upon clicking the cell.  (Figure 13)  After entering the details, click the Save button for text fields (Figure 13).  The details will be saved automatically.  To cancel, click the Cancel button.  (Figure 13)

 

opp_spreadsheet_new_opp

Figure 13

 

A calendar component pops up for date fields upon clicking the calendar control.  (Figure 14)

 

Figure 14

 

If the data is to be selected from a list, a dropdown appears.  (Figure 15)

 

Figure 15

 

The other columns may be edited within the cell.

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

 

Edit Opportunities:

 

Opportunities can be edited individually by clicking the cells which need to be edited corresponding to each row or multiple opportunities can be edited simultaneously with repeating cell values.

Edit Multiple Opportunities:

This functionality helps to edit multiple opportunities simultaneously with cells of same entries.  To edit multiple opportunities we must first select them.

Steps:

  1. Risk Register —>Risk Spreadsheet —> Opportunities
  2. Click the Select Opportunitiesbutton to select the opportunities to edit.  (Figure 1)
  3. Select the threats by checking the checkboxes.  (Figure 16)
  4. Click the Edit Multiple Opportunities option to edit the selected opportunities.(Figure 16)
  5. Select the column, enter the values to be edited and click the SAVE button in the EDIT RISK VALUE pop up that appears. (Figure 17) 

Figure 16

Figure 17

Edit Opportunities Individually:

This functionality is to edit the cells of an individual 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 if formula field is not there.  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 Portfolio Management page for the project:

              Project settings —> Import from Templates

                                   Or
  1. It can be also be added from the page:

             Project settings —>Custom Fields

 

Formula Fields:

 

The Formula Field is shown along with the opportunity details as the last column.(Figure 18). There is no limit to the number of Formula Fields.

Formula Fields can be added in two ways.

  1. The Formula Fields can be added using the template imported from the Portfolio Management page for the project :

           Project settings —> Import from Templates

                                Or
  1. It can be also be added from the page:

             Project settings —>Custom Fields

Figure 18

 

Data Mapping:

The Data Mapping columns shows to which Breakdown Structure the selected opportunity is mapped and at what level (Project, Business Unit, or Enterprise) it is mapped.  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 the page:

Portfolio Management –> Reports –> Enterprise Risk List

 

To Map data:

Steps:

  1. Click the <<No Mapping>> link to map data for the corresponding field.  (Figure 19)
  2. Select the checkbox corresponding to the data to be mapped.  (Figure 20)
  3. Click the SELECT BREAKDOWN button to finish.  (Figure 20)

The steps described above apply to all (Business/Enterprise/Project) Organizational Breakdown Structure, Work Breakdown Structure and Risk Breakdown Structure fields.

 

Figure 19

Figure 20

 

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 21) contains all users who have access to the selected project and portfolio level users.  Selected Users (Figure 21) 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 21).  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 16)
  5. Click the Bulk Email icon to send email.  (Figure 1)  It navigates to another page.  (Figure 21)
  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 21).
  9. Click the Send Mail button.  (Figure 21)

 

opp_bulk_email

Figure 21

 

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 22

 

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 22)  By clicking the link, it navigates to another page where the changes are made.  (Figure 23)  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 24)  The changes can be saved only once for an email sent.

 

opp_bulk_email_updation

Figure 23

 

Figure 24

 



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