Items

Creating new items

New items can be created by:

1. Using the “Add Item” within the Health Check Main Assessment

For example if a rating was assigned as partially compliant, you could create an item for each mitigating action needed to address the compliance gap. Using this approach the ‘linked obligation’ is shown as a hyperlink in the item details/item management screen.

2. Using from Items menu option

Click on Items in the main menu then in Item Management create item. This provides a screen allowing the user to enter a summary description of the item, define the item type, item status and target end dates for resolution, as well as, assign this to an owner hierarchy (e.g. Group, Division, Team and Individual).

Supporting evidence can also be attached to the particular item as well as a  detailed description and resolution.

When additional comments are added, these are stored along with date/timestamp to enable a full audit history of item management to be available at any time. Items can also be printed, emailed or downloaded to PDF allowing items to be effectively managed in external forums (i.e. team meetings).

Items (actions, issues and risks)

The term ‘Items’ in the context of the Health Check relates to Actions, Issues and Risks, which can be added to regulatory requirements and typically outlines activities required to be undertaken to close identified compliance gaps.

The top panel allows items to be searched based on the item type (e.g. actions, issues or risk), item status (e.g. closed, open, in-progress or on-hold), assigned to (e.g. group, division, team or individual), start and end date ranges of those that contain certain keywords.

The bottom panel provides a summary of Items with the same attributes as above – further detail can be found by clicking on the Item ID, which takes the user to the Item detail screen.

Another key feature is the ability to apply Bulk updates to multiple items simultaneously, which saves time, for example in re-assigning open items if a staff member transfers or leaves the organisation.

By clicking on the Item ID, it will take you into the detail of the item.

Item Status Dashboard

The purpose of this dashboard is to provide real-time analytics on the status of items (e.g. actions, issues or risks) by Group, Division, Team or Owner.

The Item Status Dashboard displays a summary across the entire organisation or can be refined to show just the status of items relating to a specific Health Check.

It is possible to drill into the pie-charts to see the specific items that make up that quadrant.

The operational dashboards can be printed, emailed or downloaded to PDF.

Imagine walking into your next compliance committee armed with this level of information!

Outstanding Item Dashboard

The purpose of this dashboard is to provide an aged view of item status.

The dashboard displays items that have exceeded the target end date, broken down across different date ranges which highlight how overdue items are.

The intention of this dashboard is to highlight items that are not being managed in a timely manner and can assist prioritisation of the most overdue items, first.

The Health Check also has a ‘Notification Management’ feature to allow email notifications. Emails will include items which exceed the target end date based on different time criteria (e.g. 8-14 days overdue).

for defining rules for email notification and escalation for items which exceed the target end date by different time criteria (e.g. 8-14 days overdue).

An email notification will be sent if an item is awaiting their attention.

Item Trend Dashboards

As well as the real-time operational dashboards for tracking the current status of actions, issues and risks, we developed the following series of Item Trend Dashboards that provide historical trending analytics:

• Daily, Monthly and Yearly Item Creation – how many of each item type have been created within a specified time period.
• Current Status on Daily, Monthly and Yearly Item Creation – what is the current status of each item type have been created within a specified time period.
• Daily, Monthly and Yearly Item Status Change Activity – what is the trend on changes to each item status within a specified time period.

Daily, Monthly and Yearly Item Creation Dashboard 

Daily Item Creation

This dashboard summarises the number of actions, issues and risks that were created on any given day as a measure of activity.

Monthly Item Creation

This dashboard summarises the number of actions, issues and risks that were created on any given month as a measure of activity.

Yearly Item Creation

This dashboard summarises the number of actions, issues and risks that were created on any given year as a measure of activity.

Current Status on Item Creation Dashboards

Daily

This dashboard summarises the current status (i.e. closed, open, in-progress and on-hold) of actions, issues and risks as at a given day as a measure of activity.

Monthly

This dashboard summarises the current status (i.e. closed, open, in-progress and on-hold) of actions, issues and risks that as at a given month as a measure of activity.

Yearly

This dashboard summarises the current status (i.e. closed, open, in-progress and on-hold) of actions, issues and risks that as at a given year as a measure of activity.

Item Status Change Activity

Daily

This dashboard summarises the historical status (i.e. closed, open, in-progress and on-hold) of actions, issues and risks that as at a given day as a measure of activity.

Monthly

This dashboard summarises the historical status (i.e. closed, open, in-progress and on-hold) of actions, issues and risks that as at a given month as a measure of activity.

Yearly

This dashboard summarises the historical status (i.e. closed, open, in-progress and on-hold) of actions, issues and risks that as at a given year as a measure of activity.