Implement your corporate Risk and Issue Management methodology in Project Online
Jeremy Cottino
January 24, 2018
Methodology
,
Project Online
,
Project Server
,
Risk Management
,
SharePoint
,
Technical Topics
86 comments
Project Online (or Project Server) should be configured, not
to say customized, in a way that it supports your business principles and
procedures around Project Management. It should reflect your (probably tailor
made) Project Management methodology. The first thing you generally do is to
configure your way of doing project plans, by creating your own Enterprise
Custom Fields and Lookup Tables that would be used together with your custom
views.
Moving forward, your Project Management methodology might
contain a method to manage risks and issues. This post is about configuring
your own Project Online instance to match your Risk and Issue Management
methodology. I choose the Issue list as an example but the same applies to
Risks or Documents. Note that identical approach can be used for any custom
features such as change requests, decisions log, assumptions and constraints…
Approach
The implementation relies on the usage of SharePoint Content
Types. You can find more information on this topic reading: Introduction to Content Types on MSDN. Content Types, being
centrally managed, can be easily updated to reflect your methodology changes,
and those changes can be applied to any existing Project Site (avoiding to ask
you poor dev team to manually update all project site lists after any changes).
The trick is to
update the existing Risk or Issue Content Types (or create your own),
understanding that Project Online relies on some fields of those content types.
It means that you should never delete
any of the existing fields. If you remove some fields (aka the trap of the beginner),
the publish process may throw an error. Even for SharePoint dev superheroes,
it’s very complex to recreate those fields (it’s not just a story of recreating
the fields with the same names). You cannot delete fields, but you can create
new ones or hide some of the existing.
If you are not familiar with this, here is a step by step procedure
to create your own Issue Content Type and use it in Project Online.
Implementation
As we said, we need to keep existing fields. The easiest way
to do it is to start from an existing Project Site.
Create a new Project that provision a Project Site (using
one of your EPT). Once the site is provisioned, you can delete the project (not
the site of course) to keep your projects database clean.
The first step is to activate management of Content Types (on
the Issue list). Go on the List Settings
and click on Advanced Settings.
Before being able to add a new metadata (column) to your
Content Type, you need to create them as Site Columns. Go to Site Settings page, under Web Designer Galleries click on Site columns.
Then click on Create,
set the name and properties of this columns, add it to a custom group you have
created (easier to find custom columns later) and click OK.
Back to the Content Type information page, click on Add from existing site or list columns.
Select the column(s) you want to add (good to have them
grouped) and click OK.
As explained in the approach section, you should never remove
“unnecessary” column. However, you can hide them.
Click on the column you want to hide, on the Change Content
Type Column page, click on Hidden (Will
not appear in forms).
On the end user side, it’s like the column does not exist,
but for Project Online it does and it can be used normally during the Publish
event.
Other tweaks you can do, update an existing
column; that’s often the case with Category.
Click on Edit column:
Add your own categories, update the description to stick to
your corporate methodology.
You can set the column order to define how they will be
displayed in the forms (Create/update):
Finally, create or update your views to display needed
custom fields.
And, if you have created a new Content Type, you might want
to hide the default one, click on Change
new button order and default content type, and make the default content
type not visible.
Additional note
I am working in the sport industry and we deliver similar
events each season. I admit that from a pure project management perspective,
this should not be considered as projects. Anyway, we have investigating the
opportunity to use a central list of risks (or issues) that could reside at the
root of the Project Web App, which will contain all risks (or issues) from all
events instead of being located at event level (i.e. Project Site). We foresee
some benefits like cross event (project) risks, or risks that could last longer
than the event itself (e.g. corporate consequences derived from an event cause).
Reporting will also be easier and most probably queries more performant. In
such case, the page “Issues and Risks” should be recreated.
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