Responses are made using the documents system and they can be linked within UniPhi so that related documents can be viewed in context. In the issue a Related Documents card appears below the Issue Details Card.
To link a document to an issue the relevant document template must have an Issue Selector input object included in it. It is assumed that the creation of the templates that are relevant to Issue responses will have this option available.
When creating the relevant document simply select the related issue with the Issue selector, the document will then display as a Related Document in the Issue detail level. Note that the Document status of Private will not display, any other status will display.
Document controls: Documents can be linked to issues, contracts, and other documents by using Documents Controls built in to UniPhi templates.
Below are a few examples demonstrating the different document controls and how they link to different areas of UniPhi:
· The Contract Details document control is used to link the document (e.g. a Project Manager Instruction) to the selected contract (Preliminaries)
· The Issue Selector document control is used to link the document / communication to the initial issue. This document will appear in the Related Documents box when you have drilled into the selected issue.
· The Document Selector document control links all other communication related to the initial issue into the response document. The documents must be signed off to be available.
· The File Upload (Multi) document control allows you to attach other external documents that can then also be linked. UniPhi then acts as a document transmittal register for the documents
The client-side project manager should be constantly monitoring and using the UniPhi issues system making sure that all issues are recorded and actioned. Overdue issues should be reviewed and followed up. The Issues Register report (located in the Reports module) can be used if this list needs to be issued to a contractor as part of the follow up.
The Issue sign-off or resolution process provides for Team Members to not “Close” an Issue but to set a status of Awaiting Review. The process being to alert the Project Manager that they consider that their actions have been completed. The Project Manager should review the actions and results and Close or Re-open the Issue based on their findings.
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