Issue register

The issue register records and tracks all formal issues identified during the project. The project manager regularly monitors and maintains it throughout the project lifecycle. Think of it like a spreadsheet where each row represents an issue, and the columns might include issue ID, issue type, date raised, raised by, description, current status and closure date.

Purpose

The primary purpose of the issue register is to capture and maintain information about all formal issues that require attention or decision-making.

Informal issues, such as minor administrative problems (e.g., the meeting room is unavailable or the project printer needs new ink) — are typically logged in the daily log. These are usually within the project manager’s control and don’t require escalation or formal reporting.

Relationship with the issue report

An issue report provides detailed information about a single issue (or a group of related issues) that has been recorded in the issue register.

While issues are first logged in the issue register, This report is used to expand on a specific issue — especially when it needs to be assessed, escalated, or brought to the attention of the project board or key stakeholders. After all, you can’t send someone just a row from a spreadsheet — the issue report gives the full context needed for decisions.

Timeline

The following is the timeline of the issue register:

• The issue register is first created in the initiation stage after the project is officially started.
• The project manager then uses it during the rest of the project.
• At the end of the project, the issue register (follow-on action recommendations) is handed over to the people who will support the delivered products after the project is closed.

Source data

The following are the sources of information/data for the issue register:

• The format of the issue register, along with the priority and severity scales, is defined in the issue management approach.
• Stakeholders typically notify the project manager when a new issue arises, and the project manager is responsible for recording it in the issue register.
• The issue register is continuously updated throughout the project — often as part of the project manager’s daily activities.
• Once an issue is resolved, its status is updated to “closed”, and the closure date is recorded.

Format

The issue register can take various forms, such as a document, spreadsheet, or database — with spreadsheets being the most commonly used format.

In larger project environments, a project management tool is often used. These tools typically offer built-in support for managing issues, risks, and generating related reports and dashboards.

Quality criteria

The following criteria determine the quality of an issue register:

• The status of each issue indicates whether action has been taken or is still required.
• Each issue has a unique identifier to ensure it can be easily tracked and referenced.
• The project manager follows a defined issue management process outlined in the issue management approach.
• Access to the issue register is controlled, and the register is stored securely in an appropriate location (physical or digital).

Tips

The following tips help you have a better issue register:

• Use a shared spreadsheet or project tool for the issue register. This makes updating, collaborating, and linking related items easier (e.g., connecting an issue report to a specific risk).
• Make time to review issues regularly. This task often gets neglected when project managers get busy — but unresolved matters can escalate quickly.
• Be transparent with significant issues. Don’t hide them from the project board. Remember: the executive is ultimately accountable for the project and needs accurate information to make decisions.
• Know the difference between issues and risks — and how they relate. A risk becomes an issue once it materializes. Some issues may even introduce new risks.
• Capture lessons learned from resolved issues. Each issue is an opportunity to improve future project delivery and strengthen your issue management approach.

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Written by Frank Turley.

If you have questions or doubts after using this wiki, you can ask for help on the Facebook or LinkedIn study groups.