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Introduction To PIR Manager

Post-Implementation Reviews (PIRs) allow companies to discuss and learn from their mistakes, so they will not repeat them. During and after the deployment process, users can raise PIR Items as incidents for Releases and use them to discuss:

  • What they can do to prevent the incident from happening again.
  • What actions can be performed to fix the incident.
  • The underlying issue or root cause of the incident.
  • The impacts of the incident, now and in the future.

On the PIR Manager page, users can:

Default Grid Views Customization allows administrators to align the grid view setup for new users or for all users.

Why do I need PIRs?

Project Management does not end when the release is complete. A PIR can answer the following questions:

  • Were the project objectives met? Does the release do what it was meant to do? 
  • Can your delivery process be improved upon? 
  • Are there lessons that need to be learned so that problems do not reoccur? 
  • Are there any ways you could maximize your project delivery benefits? 

Setting up PIR Manager

When setting up PIR Manager, start with:

  1. PIR Customizations:
    1. PIR Item Types: Define what types of PIRs you will be creating. Each type can have one of the following Categories:
      1. Incident: An issue that has negatively affected users in Production.
      2. Defect: A bug that was not caught before it entered Production.
      3. Issue: A problem that was caught before it reached Production.
      4. Retrospective:
        • How can Issues be dealt with in the future so that they don’t become Defects or Incidents?
        • How can the release process be improved? For example, requirements design, estimations, and scope.
    2. PIR Item Custom Fields and Custom Lists: Track information that Plutora does not supply out of the box, such as internal testing ticket numbers.
    3. PIR Item – Status:
      • Set up PIR statuses. For example, Open, In-Progress, Closed
      • Set up workflows. A simple workflow could be:
        • Review > Implementation > Completed or Cancelled.
    4. PIR Item – Category: Define the PIR categories. For example, Process, Communications, or Testing. Use a PIR Item – Sub-Category if desired.
    5. PIR Item – Theme: Define the possible theme behind PIRs. For example, Poor Communication, Poor Planning, Poor Test Coverage. 
    6. PIR Item – Action Status, PIR Item – Root Cause Status, PIR Item – Preventative Measure Status: Define the statuses. For example, Open, In-Progress, Closed.
    7. PIR Item – Impact Type, PIR Item – Action Type, PIR Item – Root Cause Type: Define types. For example, for Impact Type: Technical, Financial, Customer. 
    8. PIR Item – Actions Priority: Define the priorities. For example, High, Medium, Low.
  2. Create PIRs which:
    1. Show which Releases, Systems, and Deployment Plans were impacted.
    2. Show External IDs such as ServiceNow incident tickets.
    3. Contain the following records that will help analyze the problem, solve it, and ensure it doesn’t happen again:
      1. Impacts: The effects of the problem and the duration of those effects.
      2. Root Causes: The causes of the problems.
      3. 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.
      4. Preventative Measures: Measures that can be put in place to prevent the problem from happening again.
  3. View PIR data in Plutora Analytics and dashboards. For example, Release KPIs Dashboard.

Strategies for using PIR Manager

To get the most value out of PIR Manager:

  • Ensure that all data is collected by creating the PIR Item early on and adding data as the release progresses.
  • Record the objectives and scope of the PIR in its description so that everyone can see them.
  • Evaluate your release’s documentation. Was it adequate? Can it be improved upon?
  • Independent reviewers are more likely to be impartial than those who were involved in the release.
  • Act upon the recommendations that the PIR provides. Update release templates if required.
  • Duplicate the PIR Item so it can be used for your next PIR.

 

Manage the PIR Grid

Use Quick Filter

  1. To filter using the Quick Filter:

    1. Select one or more Releases from Search Release ID/Name:
      • Selecting an Enterprise Release that has child Releases with associated PIR Items will filter those child Release PIR Items.
    2. Click to toggle the Show Items with open RCA, Actions & Preventative Measures until it is blue and On to filter PIR Items that have one ore more Root Cause Analyses, Actions, or Preventative Measures that have an Open status.
    3. Click to toggle the Show Items with overdue Actions & Preventative Measures until it is blue and On to filter PIR Items that have one or more overdue Actions or Preventative Measures.
  2. Click Apply Filter.
    When active, the Quick Filter will be green.

Live Search PIR Items to filter on PIR Item ID or Summary.

To use Live Search:

  1. Go to PIR > Manager.
  2. Type a full or partial PIR Item ID or Summary.
  3. Press the Enter key on your keyboard.

View Release Titles and Release Types

To view the Release Title and Release Types of the Releases associated with PIRs and PIR Items:
  1. In the PIR Manager grid:
    1. Go to PIR > Manager.
    2. Hover your mouse cursor over items in the Release ID column.
      A tooltip will open showing the associated Releases and their Release Title (whether they are Enterprise, Project, or Independent).

 

View Actions, Impacts, Root Causes, and Preventative Measures

Users can view Impacts, Actions, Root Causes, and Preventative Measures in the PIR Manager page:

  1. Click one of the numbers under the I, A, RC, or PM columns.
  2. Click to toggle whether I, A, RC, or PM show.
    Toggle to filter
  3. Click View Details to open the PIR pop up.
  4. Click the white X to close the pop up.

 

Filter PIR Items with the Grid Column Selector

The grid column selector is the set of search fields and menus at the top of the data columns, under the column headers.

To filter PIR Items on the PIR Manager page:

  1. Go to PIR > Manager.
  2. If the grid column filter is a:
    1. Search field: Type a search term.
    2. Drop-down menu: Click to select a list item.
    3. Combo box: Click to select one or more checkboxes.
    4. Date field: Select a date and click Done.
  3. Press the Enter key to run the filter.
    • The filter will highlight in green when active.
    • To clear the filter, click the gray cross.

Show or Hide Columns using the Grid Column Selector

PIR Manager has a number of default columns but it is possible to add more.

To show or hide columns using the grid column selector headings:

  1. Hover your mouse cursor over the right-hand side of a header until the header menu button appears.
  2. Click the header menu button and select Columns.
  3. Click to select column checkboxes to show or hide columns.

Filter PIRs with Custom Fields columns

Users can also filter using their PIR Item custom fields columns.

To add custom field columns to the PIR Manager page:

  1. Go to PIR > Manager.
  2. Select Grid Column Selector from the Action drop-down menu.
  3. Drag and drop custom fields into Selected Columns.

    Fields in Grid Column Selector containing a padlock Padlock Locked Custom Field have been locked by administrators using the PIR Custom Fields Customization. Fields can also be made uneditable or hidden entirely by administrators using these customizations.
  4. Click Save & Close. The selected custom fields will appear as new columns to the right of the PM column.

 

Use Query Builder

Query Builder allows users to create and save their own private searches and use public searches. (Users must have the Create/Delete Post Implementation Review Public Query Builder and Create/Delete Post Implementation Review Item Public Query Builder user permissions to create, edit or delete public queries.)

Click the right side Query Builder button Right side of Query Builder button PIR to open the quick access menu, which lists private and public queries.

To use Query Builder, click the funnel-shapedbutton  on PIR Manager. See Manage Query Builder for more information.

 

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Updated on October 5, 2021

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