In this webinar, we talk about how to ensure you're covering the basics of Risk Management and staying compliant with any relevant policies and industry standards you need to satisfy when dealing with vendors.
Topics in this session included:
- How to use the Risk Module to store, categorise and manage your risks
- How to automate the renewal of key insurance/accreditation/audit documents you need to store for your vendors
Supporting Knowledgebase Guidance 📚
- 📖 The Risk Register - Get an overview of the data and dashboards you can leverage in the Risk Register.
- 📖 Configuring Custom Data - Learn about the feature we displayed which had allowed us to add extra information to our Risk records - in the webinar this was for Mitigation/Contingency planning.
- 📖 File Expiry Dates - Learn about the key element of metadata you can store for your documents in Gatekeeper
- 🛠️ Create your Own - File Expiry Workflow - Learn how to create and customise a workflow for automating the replacement of the key compliance documents you store in Gatekeeper
Q&A 💬
During the webinar, we received a few questions from attendees - most of these we made sure to cover off while discussing the key features...
To see those questions with our specific responses, we've included them below:
Q: Where is the Risk colour matrix ["Heat Map"] data coming from?
A: This is a combination of live data from Risks in your Gatekeeper tenants
The Y-Axis is Probability
The X-Axis is Impact
We assign each of these fields a numerical value which is used in a multiplier: A calculation for the resultant score behind the colours can be seen here: 📖 Risk Dashboard
Note: Only Open/Accepted Risks appear here Closed risks are excluded from the dashboard since these represent reconciled/no longer valid scenarios.
Q: How do we populate the file expiration dates?
A: Our recommendation is to collect these during the collation of the documents themselves - i.e. during a Vendor Onboarding workflow.
To do this, you can use a workflow form field of type Attached File with Expiration Date"so that Gatekeeper will enforce users to set a date while attaching documents.
If you haven't been doing this already, file admins/owners can manually populate these dates in the repository.
Q: How many risks can we store?
A: The number of risk records and risk types is unlimited.
Q: Do we need to set up Vendor Portal for the [File Expiry] Workflow?
A: The best time savings from this workflow are achieved via having your vendors provide updated documents directly in the workflow via Vendor Portal.
However, you can still leverage the workflow without the Vendor Portal. This will automatically remind your internal stakeholders to collect and upload the updated documents.