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It's natural that a company has to deal with problems and unforeseen events. Therefore, registering them is an essential task to keep everyone involved in the project aware of the current situation and ensure resolution of the problem as soon as possible, avoiding compromising the progress and time frame of the project. In our last article we talked about how to manage risks in Project Online. But when the risk actually happens or when an unexpected problem arises, what do you do? In this article we will teach you how to register and manage your project problems in Project Online.
PWA provides a native list of problems within the project site (SharePoint) for problem registration and monitoring. In addition, MLPro offers personalized reports enabling better visualization of information with graphics and more dynamically, being key to more efficient management and a successful project.
The origin of the problems
- When there was already a registered risk: A problem can be created from a previously identified and registered risk. When the risk happens, it is necessary to close it and register it as a new problem. The big difference in this case is that it probably already has an action plan and will be solved faster, since it will not be a surprise and the project employees had already foreseen the possibility of happening.
- When there was no registered risk: Not every problem may have previously been identified as a risk and registered in advance. It can happen without predictions and in this case, the problem must be registered and employees must define if it is serious and what the impact generates on the project, to then develop an appropriate action plan.
How to register and manage problems in Project Online
To record the risks:
- Enter the Project Center > Project Site. On this screen, you can get a brief preview of how many problems are registered in the project and how many of them are open.
- By clicking “Problems” in the Side Menu, all problems registered in your project will appear. To create one, click “New Item”.
- Then the screen for registration of the problem will open, just fill in according to the characteristics of the problem.
- Action plan: The problem may have an action plan already registered or not. If not, it is recommended that the team meet and develop an ideal plan for this problem, depending on its severity level.
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Original image unavailable on the old site.
Original image unavailable on the old site.
MLPro troubleshooting reports
- Dashboard Easy
- Project Dashboard
- Automated Project Status Report Email
This report allows a great visualization of the problems in your projects, such as delayed, ongoing, resolved, cancelled, open or closed. It is extremely useful because numbers and graphics help to identify if the project progress and actions to eliminate or mitigate these problems are being effective, all with a managerial view.
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This report shows all your projects (can select only one for viewing) with columns such as “problems” that contain symbols representing whether there is a problem and whether it is active late or within the deadline, also facilitating the visualization of how the project is progressing in general.
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MLPro has developed a report that is sent by automated email and allows you to view all the important points in your project. In the framework of “Open Problems” for example, there is a description of existing problems. This, besides allowing easy visualization, is extremely useful to keep those involved always aware of how the project is, and the best, without them having to consult manually on SharePoint.
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If you are interested and want a product presentation, please schedule an appointment with us at the following link: Microsoft PPM Easy Presentation.
Original content from the MLPro editorial library, fully preserved and translated for the English website.