VPO Issues Tutorial

The Issues module is used to track any issues for the project and link them back to Actions, RFIs, Change Orders, PCOs and Punch Lists.

1. Select Issues from under the Logs Menu and click on +New

   

   Note:

   There are multiple ways to look at the Issues information with the use of views. The views available are:
   ▪ *All Issues
   ▪ *Active Issues
   ▪ *Late Issues

   To learn more about views, click here

2. In the ISSUES Section, enter the following information:

   

   IMPORTANT:

   Any field with an asterisk * is a required field and must be entered.

   ▪ Issue Title: A descriptive title for the issue
   ▪ Issue Number: This is automatically generated (1,2,3, etc.)
   ▪ Issue Status: Select the appropriate status
   ▪ Ball-in-Court: Enter the user who is responsible for this issue. When the record is saved an e-mail is sent to the Ball-in-Court. This will occur every time the Ball-in-Court is changed.
   ▪ Cc: Enter any additional users who should be aware of this issue. When the record is saved an e-mail is sent to all listed in the Cc field.  This will occur every time the Ball-in-Court is changed.

   Note:

   ▪ All BIC / Cc emails are tracked in the Email Notice Log.
   ▪ If there is no Ball-in-Court listed, users in the Cc column will not receive any notifications.
   ▪ If a user is added to the Cc column, only that user will be notified of their addition.
   ▪ If users are added as individuals and as a member of a group, they will only receive one notification email.

3. In the GENERAL INFORMATION Section, enter the following information:

   

   ▪ Issue Category: Select the appropriate category from the drop-down
   ▪ Priority: Select the appropriate priority from the drop-down
   ▪ Start Date: The date the issue began being addressed
   ▪ Due Date: The date the issue should be resolved or closed by
   ▪ Cost Impact ($): Enter the estimated cost impact in dollars
   ▪ Schedule Impact (Days): Enter the estimated schedule impact in days
   ▪ Description: Enter a Description of the Issue
   ▪ Initiated By: Select the user who is initiating this Issue (This will default to the user entering the issue but may be modified)
   ▪ Initiated Date: Enter the date the issue is being initiated (This will default to the current date but may be modified)

4. Use the ACTION PLAN Section to enter the following information:

   

   ▪ Action Plan: A description of an action plan to resolve the issue
   ▪ Action Plan Cost Impact ($): Enter the estimated cost impact in dollars
   ▪ Action Plan Schedule Impact (Days): Enter the estimated schedule impact in days

5. Use the DISCUSSION Section for any discussions during the process

   

   ▪ Discussion: Enter any discussion items here.  Each entry will be date and time stamped and show the user who entered the discussion information.

6. The RESOLUTION Section is used to keep track of what was done to resolve the issue and has the following fields:

   

   ▪ Resolution: A description of an resolution for the issue
   ▪ Resolution Date: The date the issue was resolved
   ▪ Resolution Cost Impact ($): Enter the estimated cost impact in dollars
   ▪ Resolution Schedule Impact (Days): The date the issue should be resolved or closed by
   ▪ Reviewed By: The user reviewing the issue resolution
   ▪ Reviewed Date: The date the issue is being reviewed

7. The RELATED ITEMS Section is used to relate items (Actions, RFIs, COs, PCOs and Punch Lists) to the Issue

   

   ▪ Select the appropriate Action Items, RFIs, COs, PCOs or Punch Lists

8. Use the ATTACHMENTS Section to add or view any attachments for the contract

   Note:

   To learn how to attach files, click here

   

   IMPORTANT:

   When finished entering information, click Save and Continue or Save and Close