FREE IT Programme Risk /Issue Tracking Tool

Posted by Kevin Brady on Sun 2nd July 2006 at 04:20 AM, Filed in Document Templates & Tools,  Risk & Issue Management

Please click on the following link to download your FREE Access 2003 Programme Level Risk Issue Tracking & Logging Tool

When you download the attached file, you will notice that it is in PKZIP compressed format in order to help those few people still using narrow band. In order to get access to the application you will need to uncompress the file using PKZIP for Windows. If you do not have PKZIP installed on your PC then I suggest you get a free 30-day trial down load from PKWARE. It is easy to install and use!

The purpose of this risk /issue-tracking tool was to solve the difficulties of tracking, controlling and aggregating risks & issues across differing projects within the same programme of work. Running proper risk & issue management on large IT programmes of work often consists of weekly sorting of numerous spreadsheet-based risk & issue logs with differing data fields and formats. Amalgamating these numerous spreadsheets into two or three homogenous spreadsheets for attachment to my fortnightly Programme Progress Report was in some cases a real paper-churning knightmare.

After a belly full of this I built the attached application.

When you first run the tracking tool in ACCESS the main form named risk issue log will appear. This is the main interface for logging /controlling and recording risks and issues within this application. All the controls for creating and deleting records are detailed on this screen. Also, I have built into the interface control buttons for printing out datasheet views of the log and the activation of a properly formatted report which sorts all the risks and issues in the following order :-

Project – Type (is it a risk or an issue)
Status - Open or Resolved
Priority - High, Medium, Low
Category - Business, Technical, Testing etc
Owner - Who is responsible for resolving /mitigating the reported risk or issue
Overdue Date - How many days over the target date for resolution
Target Date - Set date for issue /risk resolution or mitigation

Configuration

This tracking tool has been set-up in such a way that it can be easily configured to your personal needs if you have some basic understanding of Access 2003. If you click on the X in the corner of the risk issue log screen and close it you will see behind it the application control panel listing the key components of the tracking tool.

The components you can configure run as follows:-

“Risk Issue Log” Screen Lookup Tables

• Resource Lookup List - Names enable people able to use the application – In table view click on tblassignee and delete or add people’s names directly into the datasheet as you see appropriate.

• Category Lookup List - Risk /issue types - In table view click on tblcategory and delete or add categories directly into the datasheet as you see appropriate. Be careful not to exceed a character limit of 14.

• Project Lookup List – Project names - In table view click on tble project and delete or add project names directly into the datasheet. Be careful not to exceed a character limit of 10.

• Priority Lookup List – Urgency of risk issue logged - In table view click on tble risk issue priority and delete or add new priority groupings directly into the datasheet. Be careful not to exceed a character limit of 10.

Report Sort Order

Click on the query named sort for report and in design view change the sort criteria.

Report Format & Print Settings

Click on the report named sort for report and in design view change the format and layout.

In future posts, I will discuss how to implement risk and issue management processes on large programmes of work.

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