This article explains how to create a new project in TeamDynamix (TDX) and how to add and manage risks and issues within that project. It is intended to help departments set up projects correctly from the start and maintain strong project governance throughout the project lifecycle.
The goal is not to require advanced project management expertise, but to provide clear and practical guidance for creating a project, identifying potential risks, tracking active issues, and maintaining visibility as work progresses. By consistently documenting and maintaining risks and issues, departments support clearer communication, stronger oversight, and more successful project outcomes in TDX.
Table of Contents
Overview
Procedures
Overview
When a project is created in TDX, it becomes the central workspace for planning, tracking, and managing work. As part of good project governance, risks and issues should be documented early and maintained throughout the life of the project.
In TDX:
- Projects define the scope, timeline, and ownership of work
- Risks represent potential future events that could negatively impact the project
- Issues represent problems that have already occurred and are affecting the project
Using these features together improves transparency, accountability, and decision-making.
Procedures
Creating a New Project in TDX (UTS Staff)
To create a new project:
- Log in to TDX using your institutional credentials
- Navigate to Applications → Projects
- Select New Project
Project Setup Fields
When creating the project, complete the required fields using the guidance provided in the help text:
- Project Name
- Enter a clear and descriptive name
- Project Type
- Select the appropriate task range (e.g., 1–3 task project)
- Department / Account
- Select the department associated with the project (e.g., University Technology Services)
- Start Date and End Date
- These establish the project timeline and automatically calculate working days
- Description
- Provide a brief overview of the project
- Additional Information
- Complete required governance-related fields (e.g., IT governance requirement, key drivers)
- Key Drivers
- Select applicable drivers such as security, compliance, or operational needs
- PMI Status
- Select the appropriate stage (e.g., Project Creation)
- Project Overview
- Provide a more detailed explanation of goals, approach, and intended outcomes
Optional menus such as Time and Expenses and Advanced may be used if applicable.
Once complete, select Save. The project will open in a new tab and is now active.
Adding and Managing Risks
A risk is a potential future event that could negatively impact the project if it occurs. Identifying risks early helps teams plan contingencies before issues arise.
It is strongly recommended that risks be added to every project.
To add a risk:
- From the project, navigate to Risks in the left sidebar
- Select My Risks
- Choose New
Complete the risk fields:
- Title
- Category
- Select whether it is a threat or opportunity
- Response Strategy
- Status
- Description
- Describe the risk, its potential impact, and why it matters
- Probability, Impact, and Urgency
- Select the appropriate levels (e.g., Low, Medium, High)
- Owner
- Assign responsibility to an individual
- Notifications
- Identify who should be informed
- Attachments
- Add supporting documentation if applicable
Select Save to add the risk.
Risk Matrix and Best Practices
Once saved, the risk will appear in the Risk Matrix, which visually represents its probability and impact.
Best practices for managing risks include:
- Reviewing risks regularly during status meetings
- Assigning clear owners for accountability
- Updating probability and impact as conditions change
- Closing risks that are no longer relevant
Adding and Managing Issues
An issue is a problem that has already occurred and is actively affecting the project. Issues require immediate attention and tracking until resolved.
To add an issue:
- Navigate to Issues in the project sidebar
- Select My Issues
- Choose Add New
Complete the issue fields:
- Title
- Category
- Priority
- Status
- Description
- Explain what is happening and how it is impacting the project
- Start and End Dates
- Owner
- Estimated Hours
- Related Risks
- Link the issue to an existing risk when applicable
- Notifications and Attachments
- Add stakeholders and supporting files as needed
Select Save to create the issue.
Issues and Best Practices
Recommended practices for managing issues include:
- Logging issues as soon as they arise
- Assigning owners immediately
- Updating issue status regularly
- Closing issues once resolved
Timely issue management helps prevent escalation and delays.
Monitoring and Maintaining Risks and Issues
Throughout the project:
- Use the Risks and Issues lists to track open items
- Review them during project check-ins and status reporting
- Update, close, or reclassify items as conditions change
Keeping risks and issues current improves transparency, accountability, and overall project governance.
Populate the Briefcase
Mandatory Step: Before the project is approved, you must upload the final Business Case and any Supporting Documentation (quotes, vendor comparisons, or bid results) to the project Briefcase. This ensures all stakeholders have access to the project's justification and financial research.
Required Documents for the Briefcase
Based on university standards, every project must contain:
- The Final Business Case: Documenting the problem, solution, and primary benefits.
- Competitive Bid Records: If the project requires a competitive sealed bid process through Purchasing.
- Asset Information: Lists of all equipment identified by serial number for inventory tracking in TDX.
Adding Documents to the Briefcase
Follow these steps to upload and organize your project files:
- Access the Project: Log into TeamDynamix (TDX) and open the specific project (e.g., Laser Projector GPC Initiative 2025) from your desktop or the Projects application.
- Navigate to the Briefcase: In the left-hand navigation menu of the project window, click on the Briefcase tab.
- Create Folders (Recommended): To keep the project organized, use the +New Folder button to create categories such as:
- Financial: For price quotes from vendors like CDW-G and Epson.
- Approvals: For signed business cases and CIO approval records.
- Technical Specs: For equipment lists and installation plans.
- Upload Files: * Click the +New button or the Upload icon.
- Select the file(s) from your computer (e.g., the final Business Case for Laser Projector GPC Initiative 2025.pdf).
- Click Upload to save the document to the Briefcase.
- Identify and Tag: Ensure that the files are clearly named so they can be easily identified by serial number or project phase for asset management.
Managing Versions and Visibility
- Version Control: If a document like a price quote is updated, use the Check Out feature to prevent others from editing it, then Check In the new version to maintain a complete history.
- Notifications: When you upload a critical document, use the Project Feed to @mention stakeholders, letting them know the latest Business Case or Purchase Order is now available in the Briefcase.
Additional Support
- OU Technology Center
- 44 Oakland Center
- Rochester, MI 48309-4479
- (248) 370-4357
- Office Hours: M-F 8:00am - 5:00pm