Stakeholder Circle
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Help - Managing Issues

Note: Manage Issues will be included in Release 2

Contents

Note:
This feature is not available in the SWS Excel Spreadsheet or SoaP Word Template. For a summary of the features in each tool see: Tools Description

 

SIMS dB Detailed Methodology

The Stakeholder Circle’s issue management system is designed to complement a project’s overall issue management system. It allows issues to be recorded as they are noticed during the Stakeholder Prioritization and Stakeholder Engagement processes.

Within the Stakeholder Circle, Issues can be closed or edited/managed from the individual stakeholder’s data view, or from the overall ‘Manage Issues’ list. The information can also be exported for use in the organization or project’s issues management system.

Issues are created by selecting ‘Manage Issues’ from either the Stakeholder Prioritization or Stakeholder Engagement lists. The issue is specific to the stakeholder. To make a new issue, scroll to the bottom of the current list of issues associated with the stakeholder and ‘fill in’ the available blank record. The information required to be entered is:

  • A description of the issue
  • The team member responsible for the management of the issue
  • The target date for resolving the issue defaults to 4 weeks (28 days) in the future. The target date can be changed
  • The priority defaults to ‘Low’ (Green) – this can be confirmed or changed to ‘Medium’ (Orange) or ‘High’ (Red).
  • The stakeholder defaults to the relevant stakeholder (this assignment cannot be changed)

Escalating Issues

  • All Low priority issues are raised to a Medium (Orange) priority if the target resolution date falls within the next seven days
  • All issues with a target resolution date in the past (ie, that has been missed) are raised to a High (Red) priority
  • The target resolution date can be changed at any time if necessary, the date based escalation will be based on the new date
  • The High / Medium / Low rating can be changed at any time.

Closing Issues

  • To close and issue, enter the name of the person who is closing the issue and click ‘Close Issue’
  • The date the issue was closed is recorded and the issue is set to ‘Closed’ (Green). It is not possible to open a closed issue; a new issue needs to be created.

Managing Issues

  • All Open Issues can be viewed, managed and sorted via the ‘Manage Issues’ option (Issues cannot be created in this list)
  • The list can be sorted by:
    • Priority - sort sequence = Priority, Stakeholder, Date
    • Date - sort sequence = Date, Priority, Stakeholder
    • Stakeholder - sort sequence = Stakeholder, Priority, Date

Printing and Exporting Open Issues

  • Issues are printed grouped by Issue Manager (see Print Help page)
  • The data can be exported for use in other systems (see Export Options).

Visit the Methodology Page to read a summary of the overall Stakeholder Circle methodology.

 

Data Entry / Data Management

Stakeholder Pop-Up - Create, Manage and Close Issues

Select ‘Manage Issues’ for the relevant stakeholder from either the Stakeholder Prioritization or Stakeholder Engagement lists. The Stakeholder Issues pop-up opens.

All current open issues are listed, sorted by Priority.

  • Add a New Issue - to create an Issue, simply scroll to the bottom of the current list of issues associated with the stakeholder and ‘fill in’ the available blank record:
    • Click in the box next to the ‘Issue Description’ and type in a description of the issue
    • Add the team member responsible for the management of the issue
    • Click in the ‘Issue Manager’ box to see a list of all current Issue Managers, either:
      • Click on the person if their name is already in the list, or
      • Click in the box a second time to type in a new name
    • The target date for resolving the issue defaults to 4 weeks (28 days) in the future. The target date should be reviewed and changed if necessary
    • The priority defaults to ‘Low’ (Green) – this can be confirmed or changed to ‘Medium’ (Orange) or ‘High’ (Red)
    • The stakeholder defaults to the relevant stakeholder (this assignment cannot be changed)
    • It may be appropriate to add a note or comment in the general ‘Notes & Comments’ field.
  • Change or Edit an Issue -
    • Scroll to the issue you whish to change
    • Overtype the existing data with the new data - all of the information added can be edited at any time as needed
    • It is not possible to assign an issue to a different stakeholder

Date Based Escalation

The priority level of an issue will automatically increment based on time:

  • Low priority issues are raised to a Medium (Orange) priority if the target resolution date falls within the next seven days
  • All over due issues (ie, the target resolution date has past) are raised to a High (Red) priority
  • The target resolution date may be changed if appropriate

Closing an Issue

To close and issue, scroll to the issue you wish to change:

  • Enter the name of the person who is closing the issue and click ‘Close Issue’
  • The date the issue was closed is recorded and the issue is set to ‘Closed’ (Green)
  • It is not possible to open a closed issue; a new issue needs to be created.

Stakeholder Issues Pop-up - Navigation

  • Go Prioritization – Returns you to the Stakeholder Prioritization list
  • Go Engagement – Returns you to the Stakeholder Engagement list
  • Previous / Next – Steps through the Stakeholder Issue Pop-Ups in sequence
  • Print Issues – Prints the open issues for this stakeholder (see Print Help page) 
  • Help – this option opens the help screen (pop-up): close the help pop-up to continue working (Note, the database help screen links to additional information on the Stakeholder Circle web site)

Issues Management List - Manage and Close Issues

Select ‘Manage Issues’ from the Main Menu. All current open issues are listed, sorted by Priority.

  • Change or Edit an Issue -
    • Scroll to the issue you whish to change - all of the information added during the creation process (via the stakeholder pop-up) can be edited at any time as needed
    • Overtype the existing data with the new data - all of the information added can be edited at any time as needed
    • It is not possible to assign an issue to a different stakeholder Edit an Issue

Date Based Escalation

The priority level of an issue will automatically increment based on time:

  • Low priority issues are raised to a Medium (Orange) priority if the target resolution date falls within the next seven days
  • All over due issues (ie, the target resolution date has past) are raised to a High (Red) priority
  • The target resolution date may be changed if appropriate

Closing an Issue

To close and issue, scroll to the issue you wish to change:

  • Enter the name of the person who is closing the issue and click ‘Close Issue’
  • The date the issue was closed is recorded and the issue is set to ‘Closed’ (Green)
  • It is not possible to open a closed issue; a new issue needs to be created.

Issues Management List - Navigation

  • Main Menu – Returns you to the Main Menu
  • Help – this option opens the help screen (pop-up): close the help pop-up to continue working (Note, the database help screen links to additional information on the Stakeholder Circle web site)
  • Print Open Issues – Prints all open issues grouped by Issue Manager (see Print Help page)
  • Sort – Changes the Sort order for the list, the list can be sorted by:
    • Priority Sort sequence = Priority, Stakeholder, Date
    • Date Sort sequence = Date, Priority, Stakeholder
    • Stakeholder Sort sequence = Stakeholder, Priority, Date
  • Show Open – (Default) Lists all open issues
  • Show Closed – Lists all closed issues

 

Help (email only - 24 Hrs)

Help is available to all Stakeholder Circle users - we will attempt to answer your questions within a 24 hr period. To access help in the first instance email your question to: help@stakeholder-management.com

 

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