Assessments Module for Compliance Management Application.

User Guide: Assessments Module for Compliance Management Application.

Welcome to the Assessments of our Compliance Management application! This is the Key feature or heart of the application. Here is the detailed information of Assessments for compliance surveys.

In compliance, assessments refer to systematic evaluations conducted to ensure that an organization adheres to laws, regulations, standards, and internal policies. These assessments are critical for identifying gaps, mitigating risks, and maintaining the organization's credibility and operational integrity. Here's an overview:

Types of Compliance Assessments

1. Regulatory Compliance Assessments
   Evaluate adherence to specific laws or regulations relevant to the industry (e.g., GDPR, HIPAA, or OSHA).
2. Policy and Procedure Assessments
   Review internal policies and procedures to ensure they align with legal requirements and best practices.
3. Risk Assessments
   Identify potential compliance risks and vulnerabilities, focusing on areas like data security, operational processes, and third-party relationships.
4. Audit Readiness Assessments
   Prepare for external audits by reviewing compliance controls and identifying areas needing improvement.
5. Training Compliance Assessments
   Verify that employees have completed required training programs and understand compliance expectations.
6. Vendor or Third-Party Assessments
   Ensure that external partners and vendors comply with contractual obligations and relevant regulations.

Components of Compliance Assessments

1. Scope Definition
   Identify the specific regulations, policies, or standards being assessed.
2. Data Collection
   Gather relevant documentation, records, and evidence to support the evaluation.
3. Gap Analysis
   Compare current practices against regulatory or policy requirements to identify deficiencies.
4. Remediation Planning
   Develop and implement corrective actions to address identified gaps.
5. Reporting
   Provide a detailed report summarizing findings, risks, and recommendations for improvement.

Benefits of Compliance Assessments

• Ensures legal and regulatory adherence.
• Reduces financial penalties and reputational damage.
• Strengthens internal controls and operational efficiency.
• Builds trust with stakeholders and customers.
• Prepares the organization for audits and inspections.

Assessments in compliance are systematic evaluations that organizations undertake to ensure they are meeting legal, regulatory, and internal policy requirements. These assessments are vital for identifying areas of non-compliance, mitigating risks, and fostering a culture of accountability and ethical behaviour within an organization. Here’s a detailed explanation:

Purpose of Compliance Assessments

1. Ensuring Legal Adherence
   Organizations operate under a variety of laws and regulations, depending on their industry and location. Compliance assessments ensure they meet these obligations to avoid legal penalties or sanctions.
2. Mitigating Risks
   Regular evaluations help identify vulnerabilities, such as data breaches or financial mismanagement, and reduce risks by implementing corrective measures.
3. Enhancing Reputation and Trust
   Compliance demonstrates responsibility and builds trust with stakeholders, including customers, employees, and regulatory bodies.
4. Supporting Operational Efficiency
   streamlining compliance processes reduces redundancies and ensures resources are used effectively.

Key Steps in Conducting a Compliance Assessment

1. Define Objectives and Scope
   Determine what aspects of compliance will be evaluated (e.g., data privacy, workplace safety, financial reporting).
2. Gather Documentation
   Collect policies, procedures, reports, and other relevant records for review.
3. Review and Analyse
   examine the collected materials to check adherence to applicable regulations and standards.
4. Identify Gaps
   Highlight discrepancies or areas of non-compliance, noting potential risks and their impact.
5. Implement Remediation Measures
   Develop action plans to address gaps and establish controls to prevent future occurrences.
6. Monitor and Report
   regularly track compliance efforts and provide reports to management or stakeholders, ensuring ongoing improvement.

Types of Compliance Assessments

• Internal Assessments: Conducted by in-house compliance teams to identify and address issues proactively.
• External Audits: Performed by third parties to ensure impartial evaluations.
• Self-Assessments: Employees or departments evaluate their own compliance with relevant rules.
• Regulatory Assessments: Reviews mandated or conducted by regulatory authorities.

In Our Application, Assessments are mainly categorized as 2 types.

1 is Regular assessments and another one is Audit Assessments.

Let’s go through the Regular assessments in detail.

Regular Assessment

This tab will show you the List of assessments in a grid, by default the grid shows the view details icon, assessment name, start date, end date status and Action column.

You can get more columns like Reports and Types of assessments by selecting it from see/hide column details drop down at the Top right.

From this screen you can create, edit and delete the assessments as you need, make sure that you can’t create audit assessments from the assessments page, you can create them only from Audit registers.

How to create an assessment?

You can create the assessment by providing all required details in assessment creation page.

1. Click on New Assessment button at the Top left of the page.
2. It will open assessment creation page,
3. By default the creation page is set to New Assessment radio button.
4. If you want create clone assessment you have to select Clone assessment radio button.
5. In assessment creation page, we have following fields by default to create the assessment.

• Assessment name
• Start date
• End date
• Facility
• Risk Assessments
• Content Libraries
• Question categories
• Select Draft
• Send Report After Completion To
• Select Roles
• Report to send Selected roles upon assessment completion Select one dropdown
• Recurring On
• Version History
• Screen controls
• Introduction
• Instructions
• Narrative
• Save as Draft button
• Create assessment and cancel buttons

So fill the mandatory fields from the above list and click on create assessment button, it will save your entries and created an assessment for you.

Here is the detailed information of the assessment creation fields.

Assessment Name: The Assessment Name field in a compliance product typically serves as a label or identifier for a specific compliance assessment. The field allows users to assign a clear, descriptive, and unique name to an assessment. This helps in easily identifying and managing multiple assessments within the compliance tool.

This is an input field where users can manually input or edit the name during the creation or modification of an assessment.

By default it provides you the name as “Assessment<< date>>” place holder, which is arranged in settings assessment screen controls, so in the assessment creation page, name displays as “Assessment 01/08/2025”.

You can edit this by default name as you required or you can use the same.

Finalize one name for assessment and enter in Name field.

This is a mandatory field to create the assessment, we cant skip it.

Start Date: refers to the date when the assessment process is initiated. It is a critical field that plays an important role in tracking timelines, planning, and managing the lifecycle of the compliance assessment. Here's a detailed description:

Purpose

1. Initiation Tracking: Marks the official commencement of the assessment process.
2. Timeline Management: Helps in calculating durations, aligning milestones, and ensuring timely completion.
3. Reference Point: Serves as a historical record for audits and compliance reporting.

Key Features

1. Manual Entry or Auto-Generated:
   • The start date may be entered manually by the user while creating the assessment.
   • Alternatively, it may be auto-generated to reflect the current date when the assessment is initiated.
2. Editable:
   • Some systems allow users to adjust the start date, but changes are often restricted to maintain audit trails.
3. Validation Rules:
   • Must be in the past or the present (future dates are typically restricted unless scheduling is allowed).
   • Format consistency, e.g., YYYY-MM-DD, for uniformity across records.
4. Mandatory Field:
   • Often a required field to ensure proper tracking and prevent incomplete records.

Use Cases

1. Project Planning:
   • Acts as a baseline for setting due dates and determining critical paths for the assessment process.
2. Reporting and Analytics:
   • Used to generate reports on assessment timelines and identify delays or bottlenecks.
3. Compliance Deadlines:
   • Ensures the assessment aligns with regulatory deadlines by tracking from the start date.

This is an input field where you can add the start date of the assessment, in general it will show the current date as start date by default you can adjust it as you required either for past or future,

If it is set to future, the assessment will not display in the grid until the start date reaches current date.

This is also a mandatory field to create the assessment.

The start date will not allow to enter the date manually, it will show calendar when you click on that field, there you can select any date as you required.

And when you mouse over the pop icon beside this start date field, it will give you the details about start date field.

End Date

End date represents the date when the assessment process is completed or officially closed. This field is crucial for tracking progress, ensuring deadlines are met, and maintaining accurate records for compliance purposes.

Helps in evaluating the efficiency of the assessment process by measuring the time between the start and end dates.

This is also an input field where you can select end date of your assessment; it means when can you complete your assessment.

By default it will display the date as exactly 1 month after the current date.

It will not allow you to enter the End date by manually; you can select it from calendar when you click on that field.

You will get the information about end date by mouse over the pop up icon beside this field.

This is a mandatory field to create the assessment you cannot skip this.

Make sure that the End date could be anything except the date which is less than start date.

Facility

Facility Selection in the context of assessment creation in a compliance product refers to the process of choosing one or more specific locations, sites, or operational units where the assessment will be conducted. This field is essential for tailoring the scope of the assessment and ensuring accurate compliance evaluation

 Customization: Ensures the assessment aligns with the unique attributes, risks, or compliance requirements of the selected facility.

 Record Keeping: Helps maintain facility-specific compliance records for audits and reporting.

1. Facility Database Integration:
   • Facilities are typically pre-registered in the system, allowing users to select from a dropdown list, search box, or hierarchical tree view.
2. Single or Multi-Selection:
   • Users can often choose a single facility for focused assessments or multiple facilities for broader evaluations.
3. Filter Options:
   • Systems may allow filtering facilities by attributes like location, size, operational type, or compliance category to streamline selection.
4. Mandatory Field:
   • This field is usually required to ensure the assessment is appropriately scoped.
5. Dynamic Content Generation:
   • Selecting a facility can dynamically populate or customize assessment templates, checklists, or requirements based on the facility's attributes.

Facility field is a drop down field here; it will provides you the list of all available facilities in the application if you logged in as admin.

And if you logged in as manager, it will show you only mapped facilities to that user.

You can select any facility from the list, it is a multi selection you can select one or more facilities for an assessment.

At the top of this field it will show you a count to say how many are available (denominator) and how many are assessing (Numerator)

While you select the facility, the numerator value will increase, make sure that if the selected facility already assessed in earlier, it won’t increase the numerator value as the facility license debited already.

You can create new facilities also from assessment creation page by using + icon, it will open add facility page, there you can add all required data and create the facility, it will give you successful message and navigate you back to the assessment creation page, now it is showing the new facility as selected in facility drop down to create the assessment.

To assess this facility, it will debit one license so the count will show 1/available licenses.

You can get some information about facility field by mouse over the pop up icon beside the facility field.

And this is a mandatory selection to create the assessment.

Edit facility

Here you have an another option called edit facility, when you check that edit facility check box, and select any facility, it will open you the facility details in assessment creation page.

There you can modify the facility details as you required and save the facility.

It will give you successful message and navigate you back to the assessment creation page.

Filter the facility

We have another feature in facility selection, which is adding filters to the facilities list and get the required facilities in assessment creation page.

You can filter the data by using following fields.

• Facility(s) not assessed: it will give you the list of facilities which are not assessed till now
• Facility(s) not assessed after date.: with this filter you can get the list of facilities which are not used after the selected date.
• Region of the Facility(s): it will give you the list of facilities which are mapped to this selected region
• Facility type of the facility(s): it will give you the list of facilities which are mapped to this selected facility type
• Facility(s) that do not have completed assessments.: it will give you the list of facilities which are already assessed for creating assessments but those assessments are not completed yet
• Facility(s) that have a certain risk score. : By using this filter you will get the list of facilities which are having the selected risk score in assessments.

When you click on filter icon beside the facility field, it will open one pop up called Filter the facility based on given data with the above mentioned filter options with Fetch data and close buttons.

This is multi selection check boxes.

You can select at least one and click on fetch data then the list of facilities will display as per this selection.

You can apply one more filter options at a time to get the required list of facilities in facility drop down.

Risk Assessments

You can create the assessment either with question categories or with Risk assessments or you can select both to create the assessment.

Risk Assessment field also a dropdown, it will show you the list of all available Risk assessments from the Risk registers.

You can get the information about the risks assessments when you mouse over the pop up icon beside this field.

This is also a multiple selection you can select one or more or all at a time.

These risk assessments information will be display as a separate tab in survey screen.

You answer these risk assessments from survey.

Content Library:

content library is a repository or centralized collection of information, resources, and tools designed to support organizations in meeting regulatory, legal, and internal compliance requirements. The exact nature of a content library varies depending on the product and industry,

which actually contains the Questions categorized as Question categories data.

This is a drop down field which will show you all the available content libraries of your application.

This is a single selection dropdown, you can select only one library at a time to create the assessment.

You will get the information about content library by mouse over the pop up icon beside this filed.

Question categories

Creating effective assessments in compliance requires careful selection of question categories to ensure a thorough evaluation of adherence to regulatory and organizational standards. The categories should cover the full scope of compliance requirements and be tailored to the specific industry, regulatory framework, and business operations.

This also a dropdown field which provides you all available active categories from the question categories list.

Make sure that it will show the category only when it has questions .

This is a multi selection drop down, you can select one more or all categories at a time to create the assessment.

If you select the content library automatically the categories under that library will be auto populate here, you can use the same or if you want you can deselect some or add some more to that selected list.

You will get the question category information by mouse over the pop up icon beside this field.

You can create your own Questions data by clicking + icon for this field.

It will open one pop up with Question category selection information with Add Question category button, when you click on it, it will open you the Add question page, there you can add your question with all of your customization.

Once you finalize the creating question you can click on Proceed button at the bottom right

So that the question will be saved under your selected category and navigate you back to the assessment creation page.

There you can see your category as selected in Question categories list.

If you click on save in add question page, it will save the question navigate you to the question registers page.

Drag and Drop to arrange assessment order

In this field, it will show you all the selected categories from the question categories list in alphabetical order.

If you want you can change the order as you requested by drag and drop the question categories where you want, so once you finalize the order, same order will be displayed in survey screen.

Select Questions

Again this is a powerful feature to select the questions for the survey.

From here, you can select Question wise from the selected categories.

Click on select Questions button beside the drag and drop field.

This button only enables when you select the facility and Question categories in combine.

When you click on select Questions, it will open all the Questions as selected category wise as shown in below picture.

And by default all the active questions will be displayed as selected., if you want all these you can directly click on submit or close, you will get all these questions in your survey.

But if you need any modifications to view the questions in the survey, you can uncheck them from here.

You can get the exact question from the list by using search option at the top right of this pop p.

In survey Questions pop up left side panel shows you the category name and how many questions are there

Right panel shows you the what is actual question in that category.

If you are un checking the Question from right panel and if it is a parent Question, it will show you one pop up to inform you the child question also removed from the survey if you uncheck parent, if you say ok, it will remove the parent and associated child’s from the survey.

Select Draft

The draft feature in assessment creation allows users to save and work on an incomplete or unfinalized version of an assessment before it is officially published or deployed. This feature is commonly used in compliance tools and platforms to facilitate collaboration, review, and iterative development of assessments.

Select Draft field is a drop down field which will show you all available drafts created from all users.

Drafts can be created by adding all your required inputs in assessment creation page and if you are not creating the assessment at that moment then you can save all your entries as drafts by clicking save as Draft button then you can enter the draft name and click on save.

Then your assessment creation entries saved as your entered name of the draft and displayed in drafts drop down to use for next time onwards.

And this is a single selection dropdown field; you can select one at a time to get the details to create the assessment.

So next time in assessment creation page, if you select any saved draft directly, then you no need to enter all the data to create the assessment previously saved data will be displayed to create the assessment.

And you can again enter some more fields or remove the previous fields or modify the existing fields entries while selecting the draft and if you want to save it as final entries to create the assessment so you can again save the modified entries by clicking on the save this as new Draft or existing draft options.

When you click on Save As draft, it will show you one pop up to say “Do you want to save this as New draft? ” with Yes or No buttons.

If you click on Yes, all the entries including recent ones will be saved as New draft by adding new name to it.

If you click on No, all the entries including modified changes will be saved as selected draft only.

You can get more information by mouse over the pop up icon beside the Select Draft field.

You can delete the saved drafts at any time by clicking the Delete icon beside the field.

When you click on it, it will display Manger draft pop up with list of drafts along with delete icon, if you click on delete icon it will ask you confirmation pop up if you still click on yes, the draft will be removed from the list.

if you are deleting draft from one user login, it will be removed from the all users and also if you are adding drafts from one user, these drafts will be available for all the user roles.

What is Self Assessment Portal

A Self-Assessment Portal Survey in a compliance product is a digital tool designed to allow individuals, teams, or organizations to evaluate their compliance with specific regulations, policies, or standards. It is typically hosted on an online portal, enabling easy access, completion, and tracking of assessments.

• • Provides an intuitive platform for participants to answer questions, upload evidence, and submit responses.
  • Tailored to specific regulatory frameworks or organizational policies (e.g., GDPR, HIPAA, SOX).
  • Includes pre-defined templates or options for custom question creation.:
  • Offers step-by-step guidance to ensure participants understand questions and requirements.
  • Generates scores or compliance ratings based on responses.
  • Provides insights or recommendations for improvement.
  • Ensures that sensitive information is securely collected and stored in compliance with data protection regulations.
  • Allows team members to collaborate on surveys.
  • Includes approval workflows for finalizing responses.
  • Enables users and administrators to monitor completion rates and identify gaps.
  • Generates detailed reports for audits or management reviews.

A self-assessment portal survey is an integral part of compliance management, promoting accountability and ongoing adherence to standards.

How to Add self assessment portal feature to an assessment?

By default self assessment portal wont be visible in assessment creation page.

It will display only when you select it from settings.

When you select from settings, Self assessment portal check box will be displayed as selected in assessment creation page with 2 fields by default, which are “Send Assessment completion email notification to “ and report to send Selected users notified upon assessment completion drop downs.

Now click on 1^st drop down, , it will show you the users list and immediately shows you one pop up to say An area license will be debited every time if you are selecting the user for each self assessment portal with I agree check box and cancel buttons.

If you click on Cancel butt, the pop up will be closed and no license debited for self assessment portals were created.

But if you click on I agree check box, and click on save button, it means you are giving access to approve the self portal survey as regular survey once they uploaded their personnel information and submit so one facility assessment license will be debited when the assessment created.

Now it will display the list of all users to select, this is multi selection drop down, so you can select more than one or all users at a time to map for this self assessment portal.

Once you selected the users, it will display another field called “report to send Selected users notified upon assessment completion drop downs.”

When you click on it, it will display the list of list of reports which are available for that user, select any report for example “self portal summary”

It means the selected report will be send to the selected users in the 1^st drop down while doing the self portal survey.

Now click on next drop down, this is also a list of all available reports for that user and this is also a single selection, you can select only one at a time.

If you select any kind of report like “survey summary” report, then report will be send to the all users who are participated in this assessment survey.

By default, Default report will be selected, you can change it any time.

When you select self portal option, it will display 2 more options at the bottom of the page which are portal page pop up and portal page layout.

Portal page pop up

This is a Drill down you can just click on it to expand, It describes the pop up information for submitting the survey. In this popup, we have following fields.

Capture the Facility name and User form drop down: This is a drop down having 2 options which are After assessment and before Assessment.

When you select after assessment, portal page pop up will display only after completing the self portal survey. And if you select Before Assessment option, portal page pop up will display before the survey means display immediate after opening the self portal survey.

In that pop up we have to provide following details to submit the survey

First Name: Here you can enter the first name of the user who takes this survey., it accepts alphanumeric values and special characters as well and it should not exceed 255 characters and make sure that this is a mandatory field we cannot skip

Last Name: Here you can enter the Last name of the user who takes this survey., it accepts alphanumeric values and special characters as well and it should not exceed 255 characters and make sure that this is a mandatory field we cannot skip

Email: Here you can enter your/user mail ID to contact further , it accepts all special characters numbers and alphabets but not accept spaces Make sure that the entry should be proper email ID format and this is also a mandatory field cant skip.

Facility: Here you can enter name of the facility/location from where you want to answer this demo survey, this is also a mandatory field cannot skip.

Phone: This is a check box, where you can enter the user phone number who answered this survey, make sure that this is not a mandatory field and it accepts only valid phone number format.

Job Title: Here you mention the user designation, this is also non mandatory field you can skip if you want.

Likelihood: This is a drop down field where it shows the available likelihood values from settings which are enable. You can select any one value by assuming the likelihood for this portal survey.

Facility type name: This is dropdown field, here we can select any one facility type which is available from facility type screen. So your facility will be mapped to this facility type.

Region: region also a drop down field which shows you all available Regions from the region screen, you can select any region in this drop down to map your facility and survey to this region.

And Impact: This is a drop down field where it shows the available Impact values from settings which are enable. You can select any one value by assuming the mpact for this portal survey.

Text Above Form and: This is a Text information where you can enter our own data and the data will come at the Top of the portal page pop up.

Text below form: This is a Text information where you can enter our own data and the data will displays at the bottom of the portal page pop up.

Portal page Layout

This is a drill down Layout/design of our self portal survey where we can customize our own portal page How it looks like, you can just click on it to expand

The above image represents the self portal survey page., here you can design your page by writing text or you can design using right side options by drag them to here.

You can attach columns, divider, headings, Text and Images

You can use blocks, content symbols, Body and Images from the web any thing to design your portal survey oage.

Send Report After completion

This is a multi check drop down and by default it is Admin displayed as selected, you can select more or remove the selection as you required.

this field is for Regular surveys.

It contains 2 drop downs which are displayed only the send Report after completion check box selected and if you uncheck the check box the drop down will not be displayed.

The drop downs are “Send report after completion to” and Report to send selected roles upon assessment selection

The two drop down are having pop up icon, when you mouse over it it will give you the information about those fields.

When you click on 1^st drop down, it will display the all available user roles like Admin, Manager, site contacts and limited site contacts

And the next drop down shows you the list of all available reports for that user.

You can select any report from the reports drop down.

So the selected report will be send to the selected user roles while completing this assessment survey.

Recurring On

Again this is powerful feature to create the assessments automatically.

While selecting this recurring On feature, child assessments will be created for the mapped assessments.

You can setup How many assessments need to create and in which frequency the assessments has to create.

By default recurring on drop down setup as never., it means No child assessments will be created for this assessments.

And recurring on dropdown will contains Daily, weekly, monthly and Yearly options too

Once you select any one of them, it will display another 3 dropdowns, which are i. How frequently does it Recur?(Frequency: Every 1 Day(s)) ii. Assessment Duration(no. of days) and iii. Total No. of assessments?

In duration, by default it set to 30 days, so the assessment life time will be 30 days from its generated date.

And frequency by default it shows 1, you can enter the number whatever you want like 2 or 3. It means for every 2 days or 3 days the assessment will be recur

For example if you enter 2

And Total No. of assessments, it displays as 0 by default, Here you can enter the number based on your requirement for example 2

So Child 1 will automatically generated 2days after this parent assessment and child 2 will be generated 4 days after this parent assessment created.

If you select weekly 1^st child will be created after 2 weeks of the parent assessment.

And these child assessments will not display in assessments page until the start date reaches current date but we can see them in a scheduled calendar in My actions page.

Version History

The "version history" refers to a feature that tracks and records changes made to an assessment over time. It is essential for maintaining transparency, accountability, and audit ability in compliance management. Here's how version history might be implemented

This is just an input field, to enter the version numbers manually.

It can accept all data like alpha numeric’s and special characters also.

Screen Controls

This is the powerful feature to get the required fields in survey screen which contains the following options.

• Assessment progress: Progress bar with how many questions answered out of how many questions information will be displayed at the top of the survey if you select this option.
• Assessment review: in survey screen you will get Review toggle for every question at the right side to enable/disable the review flag to see the question later if you select this option.
• Assessment control standard: whatever the control standard we mapped to the question in question registers, those data will be displayed when you mouse over the pop up icon beside the question if you select this option.
• Assessment Narrative: Narrative information will be displayed in the Introduction tab of the survey screen when you select this option.
• Assessment comment: Comment feature will be enable for every question in the survey as per the selection when you select this option
• Show Question number in survey: when you select this option, Question umber will be displayed in survey for every question.
• Display Question Title: Title of the question will be displayed in survey screen for every question when you select this option.
• Send report After completion: when you select this option assessment completion mail will go to the users as per the selection when you complete the survey.
• Create Task with recommendations: when you select this option, Tasks will be created automatically for the questions which are answered as non compliant and the questions are having recommendations immediately after answering the survey.
• Evidence Collection: When you select this option, Evidence collection information based on facility will be displayed as other tab in survey screen to add the evidences.
• Show Justification of Implementation: When you select this option, Justification of Implementation feature will be enabled for this user in survey screen for every question.
• Capture owner of Document: when you select this option, it will enables the owner of the document
• Respondent recommendations(Question level, Enable for all and disable for all)
• Survey screen sample image with Proceed button.

The above all fields will display as selected or unselected based on the set up in the settings> assessment screen controls.

From Here means in assessment creation page, you can modify their visibility in survey screen by checking or unchecking the fields.

If you are modifying the selections here and click on proceed it will show you a pop up to ask do you want update this changes to settings level as well with yes or no buttons.

If you click on No, your modifications will be applicable to this particular assessment only.

If you click yes, the modification will update in settings as well so all new assessments are also will get these changes.

Introduction

This is a Text field which shows you the default information of Introduction about the assessment which is available in settings.

You can modify this information in this assessment creation page and save, by clicking on the Introduction drop down and add the data as you required and click on save.

And this information will display in survey screen, assessment details page and also in reports when you enable the toggle.

Instructions

This is Text field contains toggle icon, which tells you the Instructions to do the survey, this is also a by default text which is from settings you can modify them from this assessment creation page and save.

So this information along with your modifications will come into the assessment details page and survey screen and reports when you enable the toggle.

Narrative

This is Text field which narrates the information about organization and assessments on which basis they are performing the assessments and which types they are calculating the gap scores.

This also a predefined text from settings and you can add/modify the data by giving your inputs.

This information will display in survey screen, assessment details and in reports when you enable the toggle.

Create Assessment button

After all the above required entries or selection you can finally click on create assessment button, Here you have 3 ways to create the assessment.

1. It will create the assessment directly by clicking create assessment button and gives you success message and opened that created assessment.
2. It will ask you confirmation like do you want to copy the survey from any other assessment which is having same libraries/cross mapped libraries data. So you can select the surveys and click on submit.

Then your assessment will be created as a clone assessment for the selected survey if it is same library data

And your assessment will be created as cross mapping assessment means the survey responses will be updated to both assessments as per the latest change if the libraries are cross mapped.

When the assessment selected categories are mapped with the cross mapping feature, then it will show you the above pop up , in which it shows you the assessment mapping with facility wise.

Here you can select assessment from the list and click on proceed or if you want to create the assessment with all available facilities of cross mapping then you can select the assessment and click on proceed all button, then the assessment will be created and survey copied from the selected assessments.

1. It will ask you regarding third party licenses before the cross mapping pop up, if the selected facilities are having third party options.

If you want fetch the third party details then you can select them, it will show you the license information and asks your permission to proceed, if you agree the license details and click on yes, it will create your assessment successfully and opened that assessment.

What is Clone Assessments?

clone assessments typically refer to the practice of duplicating or replicating a compliance assessment or audit framework to be applied in multiple settings, such as across different departments, business units, or geographic locations. The goal of clone assessments is to ensure consistency and efficiency in evaluating compliance with regulations, policies, or standards.

Key Aspects of Clone Assessments in Compliance

1. Replication of Frameworks:
   • The same compliance framework, checklist, or assessment methodology is applied across different entities or locations.
   • Ensures uniformity in evaluating compliance standards.
2. Streamlining Processes:
   • Saves time by reusing a tested and proven assessment approach.
   • Reduces the need to create entirely new assessments for similar requirements.
3. Consistency in Evaluation:
   • Standardizes the interpretation and application of regulations or standards.
   • Helps in comparing compliance status across different areas.
4. Customization as Needed:
   • While the assessment is cloned, it may allow for minor adaptations to address local or situational nuances (e.g., regional regulations).
5. Example Use Cases:
   • Global Operations: A multinational company might clone an internal compliance assessment for its subsidiaries worldwide.
   • IT Security: Applying a cloned cybersecurity compliance assessment to different data centers.
   • Financial Audits: Using the same audit checklist for branch offices.
6. Benefits:
   • Promotes uniform compliance practices.
   • Enhances scalability in monitoring compliance.
   • Reduces redundancy in designing new assessments.

How to create a clone assessments?

This is a straight forward process to create the clone assessment.

• You can click on New Assessment button in assessments page.
• And then select clone assessment Radio button.
• It will open clone assessment creation page.
• Enter all valid required information and click on create assessment button.
• It will create the clone assessment and gives successful message and open that assessment and shows you the assessment summary page.

Clone assessment creation page will have the following fields

• Name: assessment Name should be auto populate from settings you can change as you required.
• Start date: it will show Predefined current date by default, you can adjust as you required.
• End date: it will show predefined one month duration date from the current date, you can adjust as you required
• Assessments: This is main feature to create the clone assessment. Assessment field is a drop down contains all available active assessments means not closed assessments.

And it is a multi selection drop down and a mandatory field, you can’t skip to create the clone assessment.

Select any one or more assessments or all assessments to create the clone survey.

It means it will take information like facilities and question categories and their survey responses to copy to this clone assessment.

Make sure that if the selected assessments having same facilities so the clone assessment will take latest survey responses.

When you select the assessment, it will auto populate the Question categories and facilities of that assessments in Question categories and facilities field.

Also Drag and drop field will show the list of Question categories from that selected assessment.

So after selecting the assessment, we can call the selected assessment as parent assessment.

• Question categories: Here it will display the categories from the parent assessment as selected, you can select more categories or uncheck any selected categories from here by clicking on this drop down and check/uncheck the question categories.

If you select the other categories than from the selected assessment, those category questions will display as unanswered based on the facility type and assessment role mapping, we have to answer them in clone survey.

• Facilities: it will display the list of facilities from parent assessment as selected, if you want you can add more or remove some from this list by clicking on facilities drop down and check/uncheck them.

If you are adding new facilities which are not there in parent assessment, so this facility surveys will be displayed as new and unanswered we have to answer them.

• Drag and Drop to arrange assessment order: It will display the selected question categories in an alphabetical order or he order sets in parent assessment, you can rearrange them as you required.

• Question Responses check box: This is check box to get question responses from parent assessments., if you uncheck this even the you mapped the parent assessments, responses will not be copied from the parent assessments, survey displayed as not started, we have to answer them again.

And if you select Question responses check box, it will enables 3 more options which are as follows

• Recommendations: when you select this recommendations check box, controls offered to the individual question will be copied to this clone survey questions., if we haven’t selected this, only responses copied from the survey not the offered recommendations.
• Findings: if you select this check box, images or attachments added to the questions in parent assessment will be copied to clone surveys.

If not selected the findings wont copied clone surveys.

• Tasks: Tasks checkbox will be enabled only when we select the Recommendation check box., so that assigned tasks for the offered recommendations to gap questions will be copied along with responses and recommendations to clone surveys.

• Narrative from parent radio button or Default narrative radio button: Default narrative radio option is selected by default, if you want narrative from parent, you can select narrative from parent radio button.
• Use introduction and instructions from* drop down: in this drop down by default it is displayed as Default option if you want this data from parent assessment you just click on the drop down and select the assessment whatever you required from the drop down
• Clone the portal information from Drop down : in this drop down by default it is displayed as Default option if you want this data from parent assessment you just click on the drop down and select the assessment whatever you required from the drop down

• Risk Assessments
• Recurring on
• Version History
• Screen controls
• Introduction
• Instructions
• Narrative
• Portal page pop up
• Portal page lay out
• Create assessment button and cancel buttons by default.

we are not copied the Risk assessments, recurring on feature, version history, screen controls from the parent assessments, so you select them manually as you required and finally click on create assessment button.

As per the procedure we had in creating regular assessment, clone assessment will be created and gives you the confirmation message as clone assessment has been created successfully and it will be open in 20 min and it navigates you back to assessments grid page.

Audit Assessments

This is the separate tab in assessments screen, here it will display all audit assessments created from audit registers.

Here the assessments will display when the scheduled audit assessments reaches the current date.

We cannot create new assessments from this audit assessments tab or assessments page.

We can only view edit and delete audit assessments from here as regular assessments.

If you did any changes/modifications/updates in this assessments, it will capture in events log.

In Regular or Audit assessments table, it will show all review assessments, means which includes open, in progress, completed and in completed assessments.

If you want to view the closed assessments click on Archived assessments button at the top of the page beside the new assessments button.

It will show you the closed assessments table., for this assessments you can’t do the survey.

If you change the status as except closed or extended the End date more than the current date, then you will get that assessment in review assessments table, there you can perform anything on that assessment.

If you are in Archived assessments page, you will have a button called Review assessments at the top of the page, click on it and it will take you to the Review assessments table.

In archived assessments table it shows both regular and audit assessments in separate tabs which are in closed state.

How to create Assessments in Bulk?

We can create assessments in bulk by adding all assessments in an excel sheet and upload it to the application.

We can get that assessment creation excel sheet by clicking on the download data icon beside the Archived assessments button.

Click on Download data icon, it will generate an excel sheet with all required column names for creating the assessment.

Using this sheet you can add more number of assessments and upload it to application at a time by using upload data con beside the download data icon.

The excel sheet contains

Assessment Name

Facility

Question Categories

StartDate(yyyy/mm/dd)

EndDate(yyyy/mm/dd)

Risk Assessments

SelfAssessentPortal

Select Assessment Completion Email Notification To

Report to Send Selected Users Notified Upon Assessment Completion

Send Report after Completion

Send Report after Completion To

Report to Send Selected Roles upon Assessment Completion

Fill the al required fields and save the sheet in your system.

Now open the application and go to assessments.

Click on upload data icon. It will show you one pop up to select the excel sheet.

Click on select file button and select the sheet where you saved it.

And then click on upload button.

Now it will display another pop up with all your added assessments in excel sheet with individual proceed buttons for every assessment and proceed all button to upload all assessments

How to search the specific assessment from the Grid

1. You can get the specific record from the grid by using search field and also from the Filter feature as shown below.

1. We can filter the records by using Name, start Date, End Date, status and type of Assessment options.
2. You can get the data by clicking Run button in filters drop down and also you can create your customized filter by using save button.
3. And the created filters will display in select filter field you can select them any time to get your customized data and the filters can be edit and delete any time and you can get whole data by clicking cross mark at the select filters filed.

1. And also you can make your filter as default filter by selecting default check box while saving the filter. so every time when you open the Assessments page, it will display only Default filter data.

1. You can sort Table data by using all 4 columns (Name, Start Date, End Date and Status)., once you apply sorting with any column, the records will display in ascending order like below

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1. You can get all the assessment details into excel data by clicking export icon at the Top right. And also you can Hide or see the columns by clicking See/Hide columns data icon beside the export icon.

Events: Events or logs are the excellent features in applications for tracking and auditing user activities and system operations. They provide a detailed record of actions performed, helping to ensure transparency, traceability, and compliance. Here's an overview:

Purpose of Events

1. Action Tracking: Record user actions such as creating, updating, or deleting records.
2. Audit Trails: Maintain a history of changes for compliance and accountability..
3. Performance Analysis: Log metrics to analyze application performance and usage.
4. Security: Detect unauthorized access or suspicious activities.

User Activities

• • Login/logout events.
  • Data creation, modification, or deletion.
  • Accessing sensitive modules or information.

Benefits of Events/Logs

1. Improved Troubleshooting: Quickly identify issues by analyzing error logs.
2. Compliance Support: Meet regulatory requirements by maintaining detailed audit trails.
3. Enhanced Security: Detect anomalies such as unauthorized access.

How to get the Events in Assessments module?

1. Open Assessments
2. Click on events Dropdown at the Bottom Left of the screen.
3. It will show you the all captured events for the Assessment Module.
4. This feature will show you the Events table along with filters option, search, sort and export options.

Events Table is having the following columns

1. Action Performed
2. Performed By
3. Module
4. Action date
5. Action Info and
6. View details columns

Action Performed: It will describe what action could be performed

Performed By: It will display the user mail Id who performed the action.

Module: The part or section of the application where the action occurred

Action date: It tells about the Timestamp The exact date and time of the event.

Action Info: It tells about the Facility, which facility is effected for the update.

View Details: When you click on this icon, it will display complete information of the action, like create, update and delete with detailed information like what is the before change of the assessments and what is after change of the assessments and which field is effected under that assessment.

You can get the Specific log by search the record or filter the record by using filters and search field.

Filter feature give you the all column options to get the exact record.

You can save the filter for future purpose or you can run the filter for the temporary result

You can save the filter as default filter, so that every time when you open the events, only default filter records will display here.

You can download the all logs data into excel sheet, there you see, what is the before change and what is the after change.

You have sorting feature also in events, you will get the each column data in sorted order like in ascending order when you use the sorting feature.

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How To Open/View the Assessments?

You can open the assessment by clicking view details icon in the 1^st column or pen icon in the action column of the table for individual assessments.

You just click on it, it will take you to the assessment summary page.

How To Delete the Assessments?

You can delete the assessment by clicking the Delete icon in the Action column or Delete button in the Assessment details page after opening the assessment.

Make sure that if the deleted assessment having the facility which is never used any other assessments, then you will get your facility license back.

How to Edit/View the Details of Assessment?

Login to the compliance

Go to Assessments page, it will show you the assessment table.

In that table, click on view details icon in the 1^st column or

Click on edit icon in the Actions column.

It will open the assessment and Navigates you to assessment Summary tab.

Assessment contains 5 sections which are

• Assessment Details
• Assessment Summary
• Uploaded Responses
• Respondent Summary
• Emails and
• Third party data.

By Default Assessment summary drill down is expanded and displaying the information.

What are the fields we can update for existing assessments?

We can Update everything like Name, start date, duration, status and survey information for existing assessments from Assessment details section.

These fields are almost all, we have provided data while creating the assessment.

By default assessment summary will be opened when you open the assessment, so you have to click on Assessment details expander to open the screen

Generally the Assessment details section contains, following fields to update, here’s the detailed the information of the individual field what we can update.

Assessment Details

Name: Here it will display name you have given for the assessment, and stil this is editable, you can make changes into the name and to save, click on Update Assessment button at the Bottom right.

It will give you successful message and stays back to same page.

And the name change will be applied over all the application like in survey screen, analysis, dashboard, reports, bulk upload, mass editing pop-up’s everywhere.

Start date: Start date represents the assessment creation date, you can change the start date s you required at any time

Make sure that if the assessment is having Recurring feature, it will not accept to change the start date, it will alert you as message in top right.

End Date: This is also editable one, you can adjust the End date at any time, so that the assessment still be available as long as you needed.

Based on End date only, Assessment Duration will be updated.

Status: Based on the End date and the current date, and survey progress, Status will be applicable to the assessment automatically. And if you want you can adjust the status any time to the existing assessments manually.

In General we have 5 status options, which are New, Inprogress, completed, closed and Incomplete.

And general automatic flow will be as follows.

When we create the assessment, initial stage the status will be New(when we haven’t opened the survey yet till before End date.)

And if you opened the survey for any one facility of the assessment by answering single question, the status becomes In progress till reaches End date.

And if you completed the survey 100% of all surveys of the assessment, then the status turns into completed.

And if the completed surveys reaches the End date the status will turns to closed, then the assessment moved to Archived list.

If the Assessment End date reaches with out completing the survey, then the status turns into Incomplete.

And you can change the status to anything at any time

Make sure that if you extend the End date for Incomplete surveys like crosses the Current date the status should automatically turns into In progress.

Risk Assessments: When you click on Risk Assessments, it will open the drop down with all available risk assessments along with the selected risk assessments.

If you want you can select more Risk assessments, so that your new selection will be added into the Risk assessments page in survey screen.

Make sure that if you are unselecting some risk assessments, it will remove that specific survey information form the risk assessment tab in survey screen.

Content Libraries: When you change the content library, it will removes your ols categories and selected this content library related categories in Question categories section and Question categories order section.

As a result, the entire answered survey will be removed and tasks associated with the gap questions will be closed and now the survey screen shows fresh Questions or empty screen as per the facility type mapping with the new content library related Question categories.

Self Assessment portal:

If the assessment is already having self portal feature, to do the self survey, you have to copy the link from this assessment details section or scan the QR code available after that link to open the survey.

You can copy the survey link many times and start as many survey as you want.

And if you want to disable this feature for this assessment, you can uncheck the self assessment portal check box and click on update assessment button,

It will give you success message and from next time this assessment will not have self assessment feature.

And you can enable again by clicking this check box.

Make sure that if you already answered the self portal survey and now you are un selecting this feature, the existing self surveys wont be removed from the assessment.

Send Assessment completion Email Notification To

If you are not accepting license details for the self portal surveys while creating the assessment you can update it here by selecting this drop down.

It will ask you for license debit and shows you users drop down to select, you can select any user or multiple users for this self portal survey,

And if it is already a licensed self portal survey, you can just add more users or remove the access for selected users by uncheck them.

Report to send to assessment participants

In this section you can change your report type for sending to assessment participants.

Report to send to selected users Notified upon assessment completion

You can change the report type to send the users who are selected for self portal survey license activation.

Recurring On: (Assessment Duration (No.of days), How frequently does it recur and Total No. of Assessments)

If the assessment is already having recurring functionality, you can remove the feature by selecting Never option in this Recurring on field.

So that recurring assessments will not be generated from now if any pending.

If all are already generated, it wont be removed.

And if you want to change the recurring like daily to weekly or monthly or yearly to generate the recurring assessments you can update.

And you can adjust the duration time and how many assessments should be created and how frequently does it recur options.

Version History: You can update the version history also as you want

Screen Controls: as you know the screen controls of the survey, you can enable/disable them individually by checking/un checking the fields in this screen controls drop down and clicking on the update assessment button.

So the survey screen will be shown as per the latest selections in the screen controls.

Portal Page pop up and Portal page layout: Again these are enabled based on the self portal feature selection and you can update the portal page design and portal page pop up by modifying these 2 sections and click on update assessment., so these changes will be applicable to new self surveys of this assessment.

Assessment introduction, Assessment Instructions and Narrative: These all 3 fields will display the information you have provided while creating the assessment, if you want to add more or update something in this text areas you can modify them and click on update assessment button, so these changes will be applicable to this assessment survey screen and reports which are generated after this change.

Question categories: Here it will display the question categories you selected for this assessment along with all available categories, if you want you can add more categories and remove some existing categories.

As a result entire survey will be changed, if you add some more, the new categories will add up to the survey based on the facilitytype mapping, so that survey progress and calculations may vary and if you are removing some categories and we did the survey for removed categories already, so the survey information along with tasks for the gap questions will be removed from the application and progress, status and calculations of the assessment wwill be changed.

Facilities; if you are updating the facilities like adding more or removing some, it results, adding new locations to the assessment with same set of data, so you have to do the survey for new locations and recalculate the compliance and risk score as status and gap questions vary

And if you are removing the facility means the entire survey related to that facility will be removed form that assessment.

Make sure that you cannot uncheck all the facilities or question categories from the existing assessments, these are mandatory fields.

Selected facilities, Selected Question categories

In this field you will get list of facilities and list of question categories whatever you selected in this assessment details page as per your update.

Select Questions

When we click on it, it will display all the active questions which are under selected question categories as displayed as checked., from here you can select some more questions and you can uncheck the questions and update the data.

So as per your selection here, the survey screen will display the questions under the selected categories.,

Update Assessment, Back, Cancel and Delete buttons: these 3 are the button available in the assessment details page, everything will be updated to the assessment by clicking on the update assessment button.

And when you want to go back from this page, you can click on cancel button at the bottom right or Back button at the Top right And if you want to delete this assessment you can select delete button.

Where we can get the Risk score, gap score and compliance scores and How we can get those?

We can get all score in Assessment summary section., Here we have the detailed information about Assessment summary, in which you will get all scores related Information.

In Assessment summary, it shows you one table which is having following columns as facility wise, which are

Facility: Here we will get all the facilities which are selected for this assessment.

And here the facility name having the clickable link option, so you can open that facility directly by clicking this link and there you can edit anything of the facility and save it, if you want to come back to the same assessment again you have a button called Return to assessment Summary at the top right of the facility screen, you can click on it and come back to the assessment summary as a result calculations will be effected.

Facility Type: In this column you can see the mapped facility type of the facility individually.

Gap Score: A gap score in compliance refers to a metric used to measure the disparity between the current state of compliance with regulations, standards, or best practices and the desired or required state. It is often part of a gap analysis, a systematic process of identifying, assessing, and addressing compliance deficiencies.

 Identification: Document where compliance is lacking.

 Scoring: Assign a weight or severity level to each gap based on its potential impact.

 Summarization: Aggregate scores to calculate an overall gap score.

Here we are showing Gap score based on the formula we set up in the settings.

The formula is

Gap Score= ((Weight of Non compliance Questions+ Weight of Non Evaluated Questions) / Weight of All questions)*10

So weight of non compliance, compliance, non evaluated and all Questions we can get from analysis screen using filters.

for example, WNCQ= 56

WNEQ=0

WAQ= 110

So the Gap score will be ((56+0)/110)*10 = 5.09

You will get the formula by clicking the info icon at the gap score field.

Facility Risk score: A Facility Risk Score in compliance is a metric used to assess and quantify the potential risks associated with a specific facility in terms of its compliance with regulatory, safety, and operational standards. It provides an overall risk profile for a facility, enabling organizations to prioritize mitigation efforts and allocate resources effectively.

In summary screen it represents the Facility score ranges with color codes as we set up in settings. As green for low and red for High.

We are calculating Facility Risk score using the formula provided and set up in the settings.

Facility Risk Score =((( Criticality+Likelihood+Gap score) / ( Count of Non zero values from Criticality, Likelihood + 1)) *(Impact))

Here we will get the criticality and likelihood and impact values form the mapped facility, those values are displaying in criticality, likelihood and impact columns in Assessment summary table.

For example

Likelihood = 1

Criticality =1

Impact= 5

Gap Score = 5.09( from above example)

So The Facility Risk Score = (1+1+5.09) / (2+1) *(5) =11.81(Blue color as we set in settings)

Actual gap score: This is the first gap score we captured after doing the survey and if any changes happened in the survey and may be chance to change in gap score, so that latest or changed gap score will be shown in Gap score field.

Actual facility Risk Score : This is the first Facility Risk score we captured after doing the survey and if any changes happened in the survey and may be chance to change in Risk score, so that latest or changed Facility Risk score will be shown in Facility Risk Score field.

Compliance score: A compliance score in a compliance product is a quantified representation of how well an organization, system, or process adheres to specific regulatory, legal, or internal standards. It serves as a tool to measure, monitor, and manage compliance performance, often used in software solutions designed to streamline compliance management.

Here the Compliance score we are showing based on the formula we provided in the settings.

Which is compliance score = (Count of Compliant Questions/Count of Total Answered Questions) * 100

For Example: Count of compliance questions is = 21

Count of Total answered questions = 41

So the compliance score = (21 /41) * 100 = 51.21%

Progress: The progress of a survey typically refers to how much of the survey has been completed by a participant or group of participants. It is often represented as a percentage, a step count, or a visual indicator

Perform Assessment: From this column, you can navigate to the specific facility survey by clicking on the Perform assessment icon.

Analysis: using this analysis icon, you can get the survey details of the particular facility of this assessment.

Report

From this column, you can click on report icon, it will show you the all available reports based on the permissions to this logged in user.

So that you can click on required report download icon either as a PDF or Word.

It will give you success message and your report will be generated.

You can get that generated report in Reports module> downloaded reports section.

From there you can download your generated report.

From assessment summary also you can go to reports by clicking on the Go to reports button in the above screen shot pop up.

Status: here the assessment summary table showing the status about survey enable or disable condition which is different from the over all assessment status and individual survey status we are providing in perform assessment screen.

Here the status contains only 2 options which are Active and Inactive.

Make sure that we can download the reports and perform the survey for only active surveys.

Action columns by default:

In action column we have both edit and delete options for individual survey.

We can edit the survey information like criticality, likelihood and impact

Values and save for this survey, so all calculations can be changed.

It will ask you confirmation for do you want to update for this assessment or for facility level.

And also you can delete the facility information for this assessment by clicking delete button.

If the deleted facility is not ever assessed earlier than in this assessment so the facility will be removed for this assessment and also a facility license can be credit back.

And if you want you can get more columns by clicking them from click here to view/hide columns icon at the top right of this assessment summary table, which are

Criticality: criticality value will come from facility screen, and we can update this value by using edit icon, this value will be important for calculating the facility risk scores.

Likelihood: Likelihood value will come from facility screen, and we can update this value by using edit icon, this value will be important for calculating the facility risk scores.

Impact: Impact value will come from facility screen, and we can update this value by using edit icon, this value will be important for calculating the facility risk scores.

Overall Risk: Over all risk will represent the value of highest possible Risk for that facility.

Predicted Compliance : Predicted compliance refers to the use of data analytics, machine learning, or predictive modeling to estimate the likelihood that an organization, facility, process, or individual will meet specific compliance requirements in the future. It is a forward-looking metric designed to help organizations proactively address potential non-compliance risks.

Which is almost gives the same value as compliance score.

Region: This column shows you the mapped region of this facility.

Survey Info: This column provides one icon to click , when click on it, it will show you a pop up which contains the complete information of this facility survey.

Such as compliance, non compliance, facility risk score, Gap score, Progress, contacts, Total Questions, Unanswered questions and answered questions with export option to download all this data into excel sheet.

Send report After completion:

This column shows you a mail icon to send the report which is selected and also this is enabled only when we select the send report after completion check box while creating the assessment.

Otherwise it will be in disable mode.

Survey Complete columns

In this column it will provides you the individual facility survey status based on the responses we provided or based on the progress.

You can get the specific record from the grid by using search Filter feature as shown below.

We can filter the records by using facility, facility type, Gap score, Criticality, Likelihood, Impact, Facility Risk score, Actual facility risk score, Gap score, Actual gap score, Over all risk, region, Survey complete and SOA Report values

You can get the data by clicking Run button in filters drop down and also you can create your customized filter by using save button.

And the created filters will display in select filter field you can select them any time to get your customized data and the filters can be edit and delete any time and you can get whole data by clicking cross mark at the select filters filed.

And also you can make your filter as default filter by selecting default check box while saving the filter. so every time when you open the assessment summary page of this assessment, it will display only Default filter data.

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You can get all the assessment summary table data into excel data by clicking export icon at the Top right of this section . And also you can Hide or see the columns by clicking See/Hide columns data icon beside the export icon.

You can get the Response analysis report by clciking on the icon which beside the export icon in assessment summary tab.

The report wil shows the data about only completed/ in progress surveys of the assessment.

Where we get the Attachments of the survey in Assessments module?

We can get all the attachments of the all surveys of an assessment from the Uploaded Responses section in Review assessments module.

Login to the application.

Navigate to assessments module.

Open the assessment.

Expand the uploaded responses section.

Here you will get all the uploaded attachments of all surveys of this assessment.

You can view/edit and download the attachments from this screen.

Here is the detailed information of Uploaded Responses section :

It shows the table information which contains following columns.

Select to download: this is a check box to select attachments to download

Facility name: which will display the attachment of which facility survey

Facility type: which will display the facility type mapped to the facility of uploaded attachment

Question Number: it will display the question number of the uploaded attachment.

Question Title : will display the question title of the uploaded attachment.

Uploaded Date: which shows the date of when we uploaded this attachment to the question in survey.

Download option: by clicking this icon, you can directly download the attachment into your machine.

Edit Image icon.: this is powerful feature of this screen, using this icon, you can view the file name, facility name facility type of that attachment and you can preview the uploaded attachment, and using edit icon in edit image pop up you can edit the image as you can do in survey screen and after saving those change it will impact in survey and analysis screens as well.

And using the rotate icon, you can rotate the image and save.

Download Selected button: using this button you can download the attachments whatever you selected from the 1^st column of this table.

The downloaded attachments will be downloaded as ZIP file you can extract them and view the attachments.

Download All button: using this button you can get all the attachments which are attached to the all surreys of this assessment whatever it is showing in the uploaded responses screen.

You can search the specific attachment by using filter feature

We can filter the records by using facility name, facility type, Question number, Question Title, Question text and uploaded date

You can get the data by clicking Run button in filters drop down and also you can create your customized filter by using save button.

And the created filters will display in select filter field you can select them any time to get your customized data and the filters can be edit and delete any time and you can get whole data by clicking cross mark at the select filters filed.

And also you can make your filter as default filter by selecting default check box while saving the filter. so every time when you open the uploaded responses page of this assessment, it will display only Default filter data.

Where you can get the contacts status information in Assessments?

To know the site contacts status information regarding the surveys, you can view it in Respondent summary section.

Login to the application.

Navigate to the assessments.

Open the assessment

And click on Respondent Summary drill down.

It will provides you the detailed information of the contacts status of the specific facility survey in a table format.

Here is the detailed information of Respondent Summary.

The table contains,

Facility Name: it will display the name of the facility for which you are asking the contacts information.

Started: It means if any one of the mapped site contact of this facility started survey it will show the count as displayed as started (1) or started (2) like that

Not started Headers: it shows still how many mapped contacts are not yet started the surveys in the form of count like Not started(1) or Not started(2)

And columns are

Responder: In responder column it will display all the mapped site contacts of this facility individually along with admin are opened the survey which is not mapped to this facility.

Total Questions: which shows the count of total questions available in this facility survey.

Total Answered: which shows the count of total Answered questions of this facility survey.

Narrative and : Narrative button only enables if the survey is opened by this specific user other wise it will be in disabled mode.

And when click on it, it will shows you the narrative information which is updated in survey screen.

And from here also you can add/update/delete the narrative text information and click on save to update this in all available screens of this assessment.

Notify

Notify also enables only when the associated contact or user opens the survey and when we click on it, it will open the pop up to say, do you want to notify this user with showing the user mail id with yes or no buttons.

If you click on no, the pop up will close and if you click on yes, the notification mail will send to the user.

Emails

We can get all the emails information which are sent to the all mapped users or responders of all the surveys of this assessment.

And here is the detailed information of Emails section in assessments.

When we expand the Emails in Review Assessments.

It will show you the information in a table format and the table contains following columns.

Facility: This column provides you the information about name of the facility which is mapped to your assessment.

Date: it shows the date when the mail was sent to the contact.

Delivered: this tells you the information about drafted mail was delivered or not

From Email: which tell you the from which user, the mail will send to the mapped users.

Contacts: which says what are the contacts mapped to this facility will get the mail

Email Type: which says the contacts received which type of mails

Subject: which says the subject of the mail they received.

You can download all the Table information into excel sheet by clicking the export icon at the top right of this table.

And you can search sort the table data by using search field sort feature at the top right, you can apply both at a time to get the effective results.

You have an another feature in this Email section, which is you can send the mail to the contacts from here.

When you click on Send Email button, it will navigates you a page which contains, Send Email, Send A new Email, Go to settings and Back buttons.

Send Email: When you select Send Email option, it will display the assessment creation email template with editable mode along with update options to update it in default email template and sending emails to the users.

You can edit this template and add your required data and save it.

And if you want to update your changes into default template in settings, you can click on yes button in bottom section of this template.

And if you want your changes only for this assessment, then you can click on No.

And if you want to send this email to users you have 3 options which are you can send mapped users of this assessment which are not yet started their surveys by clicking the 1^st option.

And you can send to the users who are started their surveys means which are in progress by clicking the 2^nd option.

And you can send to the users who are completed their surveys by clicking the 3^rd option.

And this selection is multi selection, so you can check the one or more options at a time to send the email to users.

Send a new Email

When you select Send a new Email option, it will display the empty email template with editable mode along with sending emails to the users and add links dropdown

.

You can add your own data into this template and save it by clicking send email button at the bottom of this template.

You can add required links to your template by clicking Add links drop down and select the available links which are Link to software, forget password and Send Email links by selecting them.

You can select one or all links this is a multi selection drop down.

And if you want your changes only for this assessment, then you can click on No.

And if you want to send this email to users you have 3 options which are you can send mapped users of this assessment which are not yet started their surveys by clicking the 1^st option.

And you can send to the users who are started their surveys means which are in progress by clicking the 2^nd option.

And you can send to the users who are completed their surveys by clicking the 3^rd option.

And this selection is multi selection, so you can check the one or more options at a time to send the email to users.

Go To Settings

Here it is providing option to navigate to the Email templates in settings.

So that you can add your requirements to the existing templates or you can create your own template by clicking Add New button or Add template button.

You can go to Emails tab in Review Assessments by clicking Back buttons.

Third Party Data

We can calculate the Facility Risk score by using Third party options such as Cap index, security gauge and world aware as we have in our application.

Here is the detailed information of third party data in assessments.

Login to the application.

Go to assessments.

Open the assessment and expand the Third party data tab.

It provides you the third party information specific to facility in a table format.

And the table contains following columns.

Facility: it will display the name of the facility, in which we are fetched/fetching the third party data.

License Debited(date): it shows the information about when the third party data fetched and license debited for this facility recently

It will show Facility: NA(if not fetched), date(if fetched) cap index : NA(if not fetched), date(if fetched) Security gauge : NA(if not fetched), date(if fetched) World aware.

Address: it shows you the provided address of this facility from facility screen.

Cap index data retrieved: Here it will shows you the status of the cap index data fetching.

If we fetched the data recently, it will show fetched, and if you are not fetched yet, it shows as Not fetched, and if the facility not having cap index option then it will display as not selected. And if the fetch failed, it will shows as fetching failed.

Cap index data capture

This field provides you an option o fetch the data from here by selecting the Retry data capture check box.

Security gauge data retrieved: Here it will shows you the status of the Security gauge data fetching.

If we fetched the data recently, it will show fetched, and if you are not fetched yet, it shows as Not fetched, and if the facility not having security gauge option then it will display as not selected. And if the fetch failed, it will shows as fetching failed.

Security gauge data captured: This field provides you an option o fetch the data from here by selecting the Retry data capture check box.

Make sure that if you are trying fetch the data out of U S, it will not accept and fetch the data. It shows you alert message as out of the U S A we are not supply the security gauge data so that you can use cap index data as an alternative.

World aware data retrieved: Here it will shows you the status of the World aware data fetching.

If we fetched the data recently, it will show fetched, and if you are not fetched yet, it shows as Not fetched, and if the facility not having world aware option then it will display as not selected. And if the fetch failed, it will shows as fetching failed.

World aware data captured: This field provides you an option o fetch the data from here by selecting the Retry data capture check box.

If you are selecting the third party data but licenses are not there to fetch, so it will show you a pop up to say please contact sales purchase credits for Third party data with yes or no buttons.

If we click on No, it will just close the pop up.

If we say yes,, it will navigate you to the mail section to contact sales.

Or you can directly click on contact sales button at the bottom right to contact the sales time regarding licenses.

After selecting all these required check box, you can click on fetch Data button, it will show you Credits information pop up, with cap index, security gauge and world aware available and required data counts.

If the required data exceeds the number of available, it will show you the message still how many required to perform the fetch with contact sales and No buttons along with facility link.

If you want you can contact sales and purchase the licenses.

If not click on No the pop up will be closed.

Now click on Go to Facility(S) now link to open that specific facility and navigates to the required third party data tab and there you get the reports if you already fetched with same facility.

After purchase the required licenses you can click on proceed button, so that you will get the third party data for selected facility from the select facility drop down.

When you select the facility from the drop down, you will get another tabs of third party data which are available or mapped to that facility.

And when you open that Tab, there we can get the report link to download and get the data.