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Copy of TWO MINUTE DRILL Capturing a Risk Against a Project

Capturing a Risk Against a Project

6 minutes to read20th of January 2017

Tracking risks is a critical part of successful project management. So, today the Cloud Coach team walks through how to use Tickets and Quick Entry from the Gantt to capture risks against your projects.

TRANSCRIPTION:

Hello everyone, Nic here, and thanks for joining us today as we look at capturing a risk on a project. Let’s go ahead and jump on into our Salesforce org. We’re here on a project for TechBuild Implementation, and our use case is as we’re going through our tasks we have identified a risk against this specific project. In this case, we’re on this task ‘Identify Process’ and as we’ve gone through our action ‘Developing high-level requirements’ and ‘Communication schedule’ we’ve noticed that there’s a risk that we’re going to have low client engagement. So, we want to make sure that we’re recording that both on the task as well as the project itself. Luckily, we have a simple process for that—we’re going to use a ticket to record that risk.

We’re going to go right over here to tickets, you can see we’re still on this task ‘Identify process,’ and under this tickets tab we have an option for Quick Entry. Right now there’re no tickets on the tab, so let’s go ahead and click Quick Entry, that’s going to jump us into our ticket Quick Entry screen.

Now, tickets are what we use in Cloud Coach to capture change requests, issues, and of course, risks. So, in this case we’re going to scroll down to Risks and give it an owner ID. In this example we’ll keep it with Dustin, since he’s the one who’s noticed the risk. Next, we’ll call the ticket ‘Client engagement low,’ and this quick entry is a field set, which means that they can be customized to add additional fields. In our case with our risk the only things we want to capture are the name, the risk type—we’re going to say it is a technology risk type—and the status is open. Then, of course, we can give it a description and just go up here and save it.

Alright, so that’s going to save our risk, and we’re going to see it now on our task. So, it’s an easy way that we could go ahead and create that ticket and then attach it to the specific task. So, now when I click on ‘Identify processes’ I can go over here to our tickets tab and I can see there’s a risk. We can see the status is open, and we can see the name, ‘Client engagement low.’ If I were to click on that it would take us into the ticket details screen, where we can see more specific details.

Now, let’s go back to our Cross Project Gantt, which is going to allow us to look at our projects from a top-level. Let’s navigate to the project that we were looking at, TechBuild implementation. All right, let’s click on the tickets tab, and you’ll notice that it rolled up that ticket to this top-level. So, any tickets that you’re creating on your tasks automatically roll up to the top level. Now, as a project manager I can go in here and look at the tickets tab and see all the tickets that are on my project, so I can easily tell what risks we have.

And really it’s just that simple when using Cloud Coach tickets to capture a risk on your project. So, thanks again for joining us today and have a great week!

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