ACL GRC questionnaires part 2
In this blog post, we link to the previous section on ACL GRC questionnaires.
Before we get down to distribution, sending the questionnaires to the recipients, there remains the question of what to do with them. Depending on the application ACL presents a number of possibilities:
There are a number of possibilities when selecting the recipient:
- Licensed GRC user (auditer or dedicated auditer from department) who is to clarify the facts, or oneself if responsible for individual data records.
- An e-mail address as free text, i.e. a random person in the company regardless of whether they have a GRC license or not.
- An entered e-mail address from a field of the table to be worked, i.e. a fixed stake-holder previously determined (for a data record, e.g. an FI posting, that could be the person entering or releasing an invoice).
If you select multiple data records at the same time, you can decide whether the response is to be collective for all data records, or singly for each data record. As soon as the questionnaire is received and answered, the response columns in the table are completed, and you have an excellent overview of all responses of the data lines. Changes to a response are also possible. Changes can be reasoned by comments, and they are also logged, so no kind of information is lost.
These recipients are then sent the questionnaire by e-mail, and can answer it. As the mailman you keep an overview of what is sent and the status. The questionnaire for a survey can also be distributed over a link. What is special here is that the recipient can only use this link once. After they have answered the questionnaire with this address, they cannot use the link a second time to respond. The same applies to distribution by e-mail. Answering a survey is only possible once, and processing the response is no longer possible unlike the previous data analytics method.
All responses are collected, and can then be evaluated very simply.
By this method you provide the potential respondent with a secure link to obtain the previously created questionnaire. Responses are collected centrally and fully anonymously. The link is permanently available and, unlike a survey, can also be used multiple times by one and the same person.
By "Remediate" you find the responses in table form, and can even further process these, if you wish, using further questionnaires, or assign persons and allocate a status. "Investigate" enables you to simply create visualization, and thus obtain a different view of the data. "Indicate" generates metrics of data inventory, and generates references to keep an overview of larger databases. With "Automate" you create triggers that act upon certain events, automatically initiating follow-up action. Triggers are an excellent way of working with questionnaires, for example to send automatic reminders if persons do not respond to your questionnaires, or a notification as soon as a new entry appears in the whistleblower hotline.
Personally I find the questionnaires in the results module extremely practical. They are a central component of this module, and are highly versatile in their use. Maybe a questionnaire must first be created and well planned, but afterwards it saves very much time in the process. Familiarizing with the tool is very easy to grasp, and I believe anyone — without excellent prior knowledge — could create and distribute a questionnaire. Just try it for yourself, and you will fast find new applications that very much simplify your daily chores by means of questionnaires.
Finally I would like to give you the opportunity of answering yourself a questionnaire created with ACL. For this purpose I have created a questionnaire for our blog postings, and distributed it over an anonymous link:
I look forward to your feedback.