Add Or Edit PIR Items

Contents

Users can add or edit PIR Items on the PIR Manager page.

1. PIR Item Information Tab

To add or edit a PIR Item:

Add:
1. By + New:
  1. Go to + New > PIR > PIR Item.
2. Add a PIR Item and associate a PIR later:
  1. Go to PIR > Manager.
  2. Click + New PIR Item.
Edit a PIR Item:
1. Filter and search for the PIR Item using the grid column filter in the PIR Manager page.
2. Click to open the PIR Item.
PIR Item ID is a system-generated field and cannot be edited.
Type a PIR Item Summary. (Mandatory field.)
Type a PIR Item Description.
Select Impacted Release/Projects.
Project Manager not editable. It is the first Accountable Stakeholder from the Release or Releases associated with the PIR Item. If no Accountable Stakeholder is selected, the Project Manager field will be blank.
Select Impacted Systems.

If a System has been selected in an Action or Preventative Measure (see below) it will appear here.
Select a Type from the Type drop-down menu.

This field can be customized by administrators using the PIR Item – Type Customization.
If the PIR Item records an impact on service availability:
1. Click the Did this result in an impact to service availability toggle switch until it is blue and displays Yes.
2. Enter the Start Date/Time and End Date/Time:
  - The duration will be automatically added from the start and end dates.
  - Or add the start date and duration and the end date will automatically be added.
Select a Category from the Category drop-down menu.

This field can be customized by administrators using the PIR Item – Category Customization.
Select a Subcategory from the Subcategory drop-down menu.

This field can be customized by administrators using the PIR Item – Subcategory Customization.
Select a Status from the Status drop-down menu. (Mandatory field.)

This field can be customized by administrators using the PIR Item – Status Customization.
Select a Theme from the Theme drop-down menu.

This field can be customized by administrators using the PIR Item – Theme Customization.
Type an External ID:
1. Once an External ID is added, the link button becomes clickable.
2. Click the link button, paste a link to the relevant ServiceNow or defect management application record, and click Save & Close.
3. Once saved, you can open the record link in a new browser tab by clicking the open link button.
Manage Attachments.
1. Manage URLs:
  1. Add a URL:
    1. Click + New.
    2. Click Add URL.
    3. Type a valid URL.
    4. Click Save & Close.
  2. View a URL:
    1. Click the view button.
    2. Click the X in the top right corner to close the attachment.
  3. Delete a URL:
    1. Click the delete button.
2. Manage files:
  1. Add a file:
    1. Click + New.
    2. Click Add file.
    3. Click to select an attachment.
    4. Click Open.
  2. View a file attachment:
    1. Click the view button.
    2. Click the X in the top right corner to close the attachment.
  3. Download a file attachment:
    1. Click the download button.
      
      Your attachment should start downloading immediately.
      Save the file to your hard drive if prompted.
  4. Delete a file attachment:
    1. Click the delete button.
Click Save.
Click the next circle in the tab menu or simply scroll down.

2. Additional Information Tab

The Additional Information tab contains custom fields, which administrators have added using PIR Items Custom Fields Customization. These fields will vary between each Plutora installation. Please consult your administrator for the procedure for filling in these fields.

If a user lacks permission to see a custom field tab’s fields, that tab will now be hidden for that user. (The permission is set in PIR Items Custom Fields Customization.)

Click the Additional Information tab.
Fill in the fields.
Click Save when you have finished.
Click the next circle in the tab menu or simply scroll down.

Manage comments:

Add a comment:
1. Type your comment in the Your comment… field.
2. Click Send.
Edit a comment:
1. Click Edit.
2. Edit the comment.
3. Click away from the comment to allow it to save.
  
  Comments cannot be deleted.
Reply to a comment:
1. Click Reply.
2. Type your reply.
3. Click Send.

3. Root Cause Analysis and Actions

This area of the PIR Item is where users can discuss the following aspects of each PIR Item:

Impact: What effects it will have.
Actions: Assigned tasks related to solving the problem. For example, one Action, assigned to a user, could be finding out the Root Cause a problem and suggesting some Preventative Measures.
Root Causes: What caused the problem.
Preventative Measures: Measures to put in place to prevent the problem from happening again.

Preventative Measures, Actions or Root Causes now have traffic light statuses, controlled by:

When a PIR Item has passed its due date, the status will turn red, with white lettering. See the screenshot below.

Toggle the visibility of Actions, Impacts, Root Causes or Preventative Measures by clicking the toggle Harvey Balls.

Click a Harvey Ball to show only those types of items (and their parent items if they are child items).
Click the Harvey Ball again, or each Harvey Ball separately, to show all types of items.

Creating a new Action, Impact, Root Cause or Preventative Measure will send an email to the assigned users.

Email Template Wizard allows users to set up PIR Item emails containing a secure URL ([[Secure_URL]]). Users without a Plutora account can click the secure URL, open the PIR Item and update Preventative Measures, Impacts, Root Causes or Actions.

To add a new Action, Impact, Root Cause, or Preventative Measure:

Click Add New and select:
1. New Impact: (To list the effects of the problem.)
  1. Type a Summary. (Mandatory field.)
  2. Type a Description.
  3. Select an Impact Type from the drop-down menu.
    
    Administrators can customize this menu from the PIR Item – Impact Type Customization.
2. New Action: (To suggest what should be done to solve the problem.)
  1. Type a Summary. (Mandatory field.)
  2. Type a Description.
  3. Select an Action Type.
    
    Administrators can customize this menu from the PIR Item – Action Type Customization.
  4. Select one or more assignees Assignee combo box.
    - Assignees can be users in Plutora or external users added through the Invite Public Users feature (see below).
    - Hover your mouse cursor over a User Group in the Assigned To field to show the group members.
  5. Select a Status. (Mandatory field.)
    
    Administrators can customize this menu from the PIR Item – Action Status Customization.
  6. Select a Priority. (Mandatory field.)
    
    Administrators can customize this menu from the PIR Item – Actions Priority Customization.
  7. Select a Due Date.
  8. Select the date the item was Completed on.
  9. Select one or more Systems from the Systems combo box to show what Systems will be affected by the Action. Selected Systems will appear in the Impacted Systems field of the PIR Item.
  10. Select one or more Releases from the Future Releases combo box to show what Releases will be affected in the future.
3. New Root Cause: (To list what caused the problem.)
  1. Type a Summary. (Mandatory field.)
  2. Type a Description.
  3. Select a Root Cause Type from the drop-down menu.
    
    Administrators can customize this menu from the PIR Item – Root Cause Type Customization.
  4. Select a Status. (Mandatory field.)
    
    Administrators can customize this menu from the PIR Item – Root Cause Status Customization.
4. New Preventative Measure: (A measure to put in place to prevent the problem happening again.)
  1. Type a Summary. (Mandatory field.)
  2. Type a Description.
  3. Select a Preventative Measure Type.
    
    Administrators can customize this menu from the PIR Item – Preventative Measure Type Customization.
  4. Select one or more assignees Assignee combo box.
    - Assignees can be users in Plutora or external users added through the Invite Public Users feature (see below).
    - Hover your mouse cursor over a User Group in the Assigned To field to show the group members.
  5. Select a Status. (Mandatory field.)
    
    Administrators can customize this menu from the PIR Item – Preventative Measure Status Customization.
  6. Select a Priority. (Mandatory field.)
    
    Administrators can customize this menu from the PIR Item – Actions Priority Customization.
  7. Select a Due Date.
  8. Select the date the item was Completed on.
  9. Select one or more Systems from the Systems combo box to show what Systems will be affected by the Action. Selected Systems will appear in the Impacted Systems field of the PIR Item.
  10. Select one or more Releases from the Future Releases combo box to show what Releases will be affected in the future.
Click Save.

To duplicate an Action, Impact, Root Cause or Preventative Measure:

Click the item’s menu button (three dots).
Select Duplicate.

To sort Actions, Impacts, Root Causes or Preventative Measures:

Click to select an item.
Selected items appear to be raised above other items.
Drag and drop the item to sort.

There are several ways to delete an Action, Impact, Root Cause or Preventative Measure:

Delete a single item via its menu button:
1. Click the item’s menu button (three dots).
2. Select Delete.
3. Click Yes to confirm.
Delete one or more items via the Action drop-down menu:
1. Click to select the blue item checkbox on the left.
2. Click the Action drop-down menu.
3. Click to select Delete Selected Item/s.
4. Click Yes to confirm.
Delete all items at once:
1. Click the Action drop-down menu.
2. Click to select Delete All.
3. Click Yes to confirm.

View the Audit History of a PIR Item

To view the audit history of a PIR Item:

Go to PIR > PIR Manager.
Click to open a PIR Item.
Click the Audit History button in the top-right corner. To see more information about Audit History, click here.
Search and filter the audit history:
1. Live Search: Type a parameter or value and press the Enter key.
2. Filter: Click to select one or more of the All, Added, Modified or Deleted checkboxes.

Copy a PIR Item’s URL to the Clipboard

To copy a PIR Item’s URL to the clipboard:

Go to PIR > PIR Manager.
Click to open a PIR Item.
Click the Copy URL to Clipboard button in the PIR Item’s header.

Invite Public Users

For each PIR Item, users with a Plutora account can invite users without a Plutora account to add, edit, and delete PIR Item Impacts, Actions, Root Causes, and Preventative Measures.

To control the permissions of non-registered users click to select the user permission checkboxes in the Non-Registered User Role in user permissions. Currently, non-registered user permissions extend to being able to add, edit, and delete PIR Item Impacts, Actions, Root Causes, and Preventative Measures.

To invite users to add, edit, and delete Impacts, Actions, Root Causes, and Preventative Measures:

Go to PIR > PIR Manager.
Click to open a PIR Item.
Manage invited users:
1. Invite a user:
  1. Click the invite public users button.
  2. Type an email address into the Invite Users field.
    
    The email address must be the user’s notification address, not their login address. See Update Profile for more information.
  3. Click Save.
    The email will appear at the bottom of the Assignee combo boxes for Actions and Preventative Measures.
2. Uninvite a user:
  1. Click the red trash bin button.
    
    Deleted emails will not appear in the Assignee combo boxes.

Updated on October 22, 2020