Project Events

This article shows how to access the project Events page, which shows all events (including risks and issues) by project for the current portfolio.

Overview

The Events feature allows tracking of project risks, issues, outcomes, change requests, and other events related to the project.

Event types are defined in Administration > Other > Event Types. The most common event types are Risks and Issues, but other event types can be added as well, such as changes, outcomes, and more.

User Defined Fields for Events

You can define up to 50 User Defined Fields (UDFs) of various types in Administration > System > Fields (in the “Event” data table). Dropdown lists can be defined as well in Administration > System > User Defined Lists.

In addition, you can choose which fields will appear on forms and/or views for each event type (via Administration > Forms & Views).

Tip! It is always best to use a User Defined Field for custom attributes, as opposed to changing the standard fields (such as Impact or Probability, which have fixed functionality.

For more on setting up event types, see Administering Lists and navigate to the sections on Event Types and User Defined Lists.

Events of all types can be shown for a project by way of an “Events” section in a project status form (or any of the Project Info forms if configured). See Administering Forms for more.

Events can also appear in the Business Analytics Qlik dashboards.

Events by type can be seen on the Project Events page.

 

How To

Display/Maintain All Events for a Specific Project

On the Events pages in the system, you can only display one event type at a time. However, to see “all” events of all types for a specific project:

Step 1: Go to the Detail page for a project (either via Detail Mode on Project Data or by drilling into a project via the chevron that appears in front a project name).

Step 2: On the Info page (first icon in Project Detail), select a form that is configured with an Events section (in the example below, a Project Events form has been configured). You will see all events associated with the project.

Step 3: Update the event attributes as desired. To add a new event, click the + icon for that Event Type and fill in the attributes. To delete an event, click the checkbox next to the event(s) and click the trash can icon for that Event Type.

Tip! Be sure to include all the fields you need on the Events view, which is used here and on Events pages when in grid mode. See Administration > Forms & Views > Views and choose the Events data type to modify the view.  Otherwise, you would need to go to the Project Events page in Detail Mode to see all the fields via the form.

Step 4: Click the Save button.

Display/Update Events by Type Across All Projects

From the Projects area, select the Events menu item:

You will be presented with the Events page in Grid Mode:

Note that in the above screenshot, only “Issue” type events appear. This system will display the first event type by default, or the last event type you viewed.

To select other event types, click the dropdown and select another event type:

To update event data, type directly in the desired attribute fields OR switch from Grid Mode to Detail Mode and update the event data via the configured form (see below for Detail mode):

For more on Grid Mode vs. Detail Mode see ResourceFirst User Interface in the “Grid Mode vs. Detail Mode” section.

Click the Save button when finished editing.

Display/Update Events by Type for a Project

From a Project Detail page, select the Events icon.

You can view events in grid mode or detail mode. Detail mode (pictured below) allows updating data via the configured events form.

 

Don’t forget to click the Save button in the upper right after making any changes.

Add and Delete Events

Adding or deleting events can only be done in two places: The Events section of a Project Info form (discussed above) or on the Project Events page, found on the Project Detail page for a given project.

To add an event on the Project Detail Events page:

Step 1: Go to the Project Detail Events page (in Grid Mode or Detail Mode).

Step 2: Select the desired Event Type from the dropdown.

Step 3: Click the + icon to add an event. A new row will be added.

Step 4: Give the event a name and complete the other attributes. Some data may only be available via the form in Event Detail mode.  In Detail mode, click on the event to make the form updateable. Make your changes and then click the Save button in the upper right.

To delete an event: Click on the trash can icon on the event item (alternatively, from Grid mode, you can select the checkbox next to the event(s) and click the trash can icon in the upper toolbar).

Note: You can also add, update, and delete events from any Project Info form that has an Events section configured (see Display/Maintain All Events for a Specific Project above).

See the screenshot below for explanations of the various functions mentioned: