Feature Focus: Completion Reminders:
August 23rd, 2010, Elaine
Feature Focus discusses some of the valuable but lesser known features within Resolver*Risk/GRC Cloud.
There are two date-driven notification approaches in Resolver*Risk – Deadlines and Completion Reminders.
Deadlines are a long-standing feature and enable any date field to be configured as a Deadline which then generates a series of reminder e-mails prior to the Deadline date plus overdue notices after the date. The Deadline feature can be switched on or off for any date field when the item is created by the Administrator. As a criteria, the date itself is set individually for each item.
Completion Reminders are a more sophisticated feature. They were introduced in release 5.0, however, as there were many changes and new features in that release, Completion Reminders may have been overlooked by many customers.
Completion Reminders are a “special” criteria for any item type (or sub type). The Administrator can define one or more schedules that are either annual, semi-annual, quarterly or monthly. Within these settings, any dates may be selected, so in effect the choice is between one, two, four or twelve reminders per year. Just like Deadlines, they spawn reminder e-mails and overdue notices if the item is not completed.
An Administrator can set up more than one Completion Reminder frequency for an item type, for example a default setting of an annual reminder based on the date of June 30th plus a quarterly schedule that runs on Feb 28th, May 31st, Aug 15th and Nov 30th. Then, for individual items, the Administrator can state whether the completion reminders are driven by the annual or the quarterly schedule. Here is an example of a use of this feature.
At XYZ Corporation, it is policy to usually assess accounts payable controls once per year. However, some controls are known to be more important and need to be assessed quarterly. The Administrator can set annual as the default frequency for all controls in the accounts payable sub-type, but amend the schedules for individual controls.
In version 5.2, the ability to select a specific Completion Reminder frequency was extended to non-Admin users. Role definitions now include a new Completion Reminder setting for each item type and that can be set to Read/Write, Read Only or None. (Note that Roles with Read/Write permissions can select from available completion reminder frequencies (in the above example, the choices would be annual, quarterly or none) but they cannot amend individual dates or create new schedules.)
Finally, each Role can also be set up to receive one or more of the notification e-mails. These notifications are generated 30 days, 15 days and 1 day before the next completion date (unless the item has already been completed). A Role can also be set up to receive overdue notifications for Completion Reminder drive items. The e-mail templates are editable and found under the System menu.
Andy Fegarty
Senior Product Manager
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