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UniPhi Blog

Little Changes #5: Risks

UniPhi Software, 12 Jul 2019

Two modules of UniPhi that didn't get any major updates in UniPhi 15 are Issues and Risks. The Issues module is a stable module with little request for change from end users. Risks received a major overhaul as part of Uniphi 10 and 14. As a consequence here have been a couple of small legacy issues that have spilled over and have now been fixed in UniPhi 15.

Changes to Filtering

Issue number one was fixing the fact that originally our risk dashboard, which was built in 2007, didn't have the concept of a treated and an untreated risk level - it just had the one level. You simply rated your risks likelihood, consequence and a level so where you now see two columns, Untreated and Treated, you would only seen one.

Risk Dashboard - Untreated & Treated Columns
We expanded this into two columns 5 years ago in UniPhi 10 but what we didn't do was allow for both Treated and Untreated level filtering - just treated. Now, with UniPhi 15, the change we've made is that we have added an Untreated filter.

Untreated Filter
With this new addition you can now, for example, filter for very high on untreated and something else for treated and generate a subset of your risk management plan and risk framework.

Filter Drop-Downs

Changes to Reports

Just like in the dashboards, Risk Reports were missing some filters as well. In UniPhi 15, we have added status filters and escalation filters to the Risk Management Plan Report.

New Report Filters

You can now filter out the relevant statuses in the Risk Report that will then come into it when you run that Risk Management Plan.

Status Filter

Escalate to Filter

So hopefully a couple of frustrations reported by users have now gone away...bring on the next load.

 

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Little Changes #4 - PCG Template Controls

UniPhi Software, 11 Jul 2019

The fourth little change we've made to the usability of UniPhi is some small tweaks to the template controls. These changes are only accessible by those who have a System Administrator license but do have impact on the end-user - so this can be handy for users to know what your system admin can do for you!

For those who don't know, template controls are the things that we use to create the steps in the document templates that you may have seen in Part I and Part II of the little changes to Documents.

Template Steps

These templates are created by your organisation's system administrator who has a selection of optional controls that enable them to bring information into the document in order to automatically generate content. This ensure a level of consistency and quality every time a team members creates any type of document and allows for the dynamic creation of content based on information stored elsewhere in the system.

Changes to PCG Reports

The small changes that we have made to template controls can be seen when creating a PCG report. This report has been around for a while but now we have added some tweaks to some of the information that is in there.

One of the requirements clients have when using this template is to be able to compare one report to the next. This latest tweak allows this for the template controls highlighted below: Financial Year v Budget, Contracted Costs, Cash Flow -  Table and Cash Flow (Graph).

Template Changes

Changes to Financial Year v Budget

The financial year based report looks at month by month and year to date data. It displays data for the month selected by the user (in this case: June), Year to Date and Total for this financial year as it exists in the system now.

Cost Columns
Though now, due to this feedback, what we have done is incorporate that this data with the ability to compare it with previous PCG reports. This data comes into the Variance Last Forecast (VLF) column highlighted below.

VLF Column

The VLF column looks up what was reported in previous PCG Reports (in this example: PCG Repor 2), which is selected from the new "Last Forecast Document" drop-down.

Previous PCG Reports Drop-Down List
This drop-down allows you to select any relevant report previously issued and to then compare any changes to the latest report. These differences are displayed in the VLF column for users who can then comment on and demonstrate it to clients. This concept has also been included in the whole of project cost report.

Drop-Down - Select Report to Compare

Changes to Cash Flow - Table

Cash Flow - Table shows the month by month phasing of a project over time. One of the things we noticed in this area is that when we were doing month by month phasing on a program basis, this table didn't provide the complete program data just discreet projects' cash flow. to solve this problem we have now incorporated what we call portfolio mode. This mode allows you to select all projects that relate to a particular meta-data type, displayed in the highlighted section below. This could be Sector, Parent-Child relationship (Project Type).

Project Meta-Data Type

If you select a parent project from the "Project" drop-down this will then consolidate all the cash flows that exist in the children projects and the parent project into this view. This will then match with the next step which is cash flow graph.

Parent Drop-Down List (Mirvac Program)


Changes to Cash Flow (Graph)

In this step we have made it possible to now select the same Parent project as the previous step, and then have the S-curve graph display the same data as what was in the previous table.

Cash Flow (Graph) - Mirvac Program S Curve Graph
This has enhanced the ability to do portfolio aggregation across multiple projects both in the graph and in the table which is a new ability now available in UniPhi 15.

 

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Little Changes #3: Documents Part II

UniPhi Software, 10 Jul 2019

Yesterday's post on Documents Part I was all about changes to document naming conventions and how template information is displayed to users who are creating documents.

Part II focuses on what information is displayed to non UniPhi users who don't have access to the systems and how information can be hidden from them but used by licensed users.

In UniPhi, it is possible to hide steps in a document. There can be many reasons for this but one would be to have a link to an issue that has been logged in the system from being seen by a non-licensed user. Currently, if a step is hidden, it can't be seen by any user, this meant that links to issues were not hidden and were sent as part of the document body to non-licensed users. The receipients of the document don't have access to issues linked into that document and this can lead to confusion when they click on links that lead them nowhere.

For example, in UniPhi 14, when creating a document such as a variation order, all issues, emails and documents that had been around since this variation came up could be linked to the document. This is due to the variation order being the last the last step in the entire process once everything has been thoroughly scoped out. Internal users could select and view the included issues, however external contractors could see the reference link but not access and view what these issues were about.

Now in UniPhi 15, a "Hide Output" checkbox, which is automatically ticked as part of the template,  hides any links from the final PDF documents that are sent to external parties. 

Hide Output Checkbox

This helps avoid any future confusion created whilst generating the document and when the document is finalized and created, the way that information is shared is two-fold.

First, if you have access to UniPhi, you can access document information by just viewing the document as html in your browser. From this view you can "'Show Hidden" fields to view the internal references, as well as mask them once done.

Contract Variation with Fields Hidden
Contract Variation with Hidden Fields Shown
From there you can sign it off, email it and send the document to the contractor. Once emailed, it will be sent as a PDF with your company letterhead and so what we've done in UniPhi 15, is take advantage of this difference.

When rendered to PDF those internal references won't be there so that people who don't have access to UniPhi won't be confused by links they can't view.

Variation Order as a PDF

This means people with access to UniPhi can see the whole audit trail around that particular issues and the emails that have come and gone over time, but those who don't won't see those internal references but will still receive the document instructing them on what to do. 

 

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Little Changes #2: Documents Part I

UniPhi Software, 09 Jul 2019

Our second little change to the system that we have in store for you is to the new document screen. There are 3 tweaks to this screen.

Tweak number 1 relates to displaying the template name, description and any associated sign off rules relating to it. In the example below a variation order template has been used to create an new variation order document. Users will be surprised by the new card on the right-hand side of the screen that tells you what the template is all about.

Create Variation Order Document - Information Card
This explanation card can be as verbose as your system administrator decides, as they control what is inputted there. In this example, the card also shows users the delegations that relate to the template. Depending on the template this could show the financial delegations linked to it, which role this is and who is in that position. If there are no users delegated to this role, it will simply show the roles that need to sign it off, if there are any. If there are none, then the explanation card won't show anything except the description of what's in the template.

The second thing to notice in the create document screen, is that the document name isn't editable (greyed out). The document name can now be optionally configured by the system administrator to follow a set of business rules that will then auto-generate a name based on those rules. In this example, the name is generated based on the contract name and the name of the variation. Though this name can be edited in the final step, just in case users desire to name it something specific.

Create Document - New Document Name
The third change to this screen has been in the addition of the little "i" which has started to permeate its way through the system. 




This symbol provides contextual help details when hovered over. In this case it tells you that the document name will be auto-generated at the final step. 


These little symbols and card updates have been implemented to enable users to get a lot more info about what this template is all about before they jump in and use it. This will hopefully help team members understand what templates they are using, why and who they need to get approvals from for it to be signed-off. 

The second major tweak to documents will be revealed in Part 2.

 

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Little Changes #1: Project Summary View Screen

UniPhi Software, 08 Jul 2019

In the upcoming UniPhi 15 release, we have been making a lot of changes to the user experience of the system. Lots of little tweaks and updates have been made to the interface so that areas of UniPhi are now simpler and easier to use.

One of the first small tweaks we have added to UniPhi is the summary screen view you get when drilling into a project.

If you aren't assigned a project manager access level role (or above) on a project, what you see when drilling in on a project, is the same as before. You will see a summary of that project, as you did before, though now there is an up arrow which takes you back to the summary screen - part of some of the handy new shortcuts making their way through UniPhi!

Project Summary Screen - Non-Program/Project Manager Role

If you are assigned a project manager access level role (or above) on a project, this is where our new UX improvements kick in. When you drill into a project you will now be presented with a brand new view. What used to be a ridiculously long page to scroll down in UniPhi 14, has now been broken up and recreated into relevant sub-navigation bars.

Project Summary Screen -  Program/Project Manager

New Sub-Navigation Bar - Program/Project Manager

Expanding the use of sub-navigation bars has been under continuous improvement since UniPhi 13 and the previous removal of the Portfolio and My Portfolio navigation gave us a lot more room to improve workflow and moving around the system.

One of the main and most useful areas of change has been in creating the Custom Fields sub-navigation. Now when your system administrator creates custom fields for your organisation, they are neatly listed and organised on their own page. Users can then easily access that page and enter relevant information into those fields without having to scroll for centuries, like they used to on the project summary page.


Custom Fields Sub-Navigation

What may seem like quite a small tweak has greatly improved the usability of the application by simplifying it and has added a lot of time-saving value to our users (especially those who have been testing the changes!).

Other improvements to functionality in the Project Details screen, has been in adding the ability to change the sector field, as well as a bunch of other data fields that the projects belong to.

Editable Data Fields

These changes are but a few of the small tweaks we've made and we'll be blogging about the rest up until the release of UniPhi 15. Check our LinkedIn and Twitter everyday to find out what other improvements we have in store for you!

 

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