Data Certification

[Michael Hunt]

We are setting up Data Certification for the first time. We have over 800 applications and over 50 application owners. We require each application to be audited once a year. Today, we spread out the audits evenly throughout the year. We send a e-mail to the application owners for their given applications every 2 weeks.

While setting up a certification schedule, it by default send all application audits to all the applications at one time every year. Is there a way to spread out the audits though out the year instead of all audits once a year?

Thanks for any information!!

[Scott Ferguson]

Hey Micheal, you'd have to separate the applications into different filter definitions.   The schedules are going to send a task to everything within that filter.  

However, if the system is going to automate the sending of tasks, why would you need to break them down into two week groups?   Are they grouped today to manage the load of sending emails?

[Community Alums]

Another option here instead having multiple filter definitions is to include in the filter definition also have a time basis associated with it. What it ends up looking like could be something like this (assuming a monthly run of the schedule but items are only certified annually):

• A Certification filter that identifies all the records you want to certify PLUS a line on the filter with the last certification date (new field) is greater than one year ago
• A Schedule definition that runs monthly that points to this filter
• Here's the key to make the filter work:
  • either training so that certifiers set the last certification date upon certification OR
  • a business rule that sets this value automatically when the item is certified
  • you could start doing this manually and later change to some automation

Ben

[Michael Hunt]

Great idea. Looks like it should work. We already had a date field for the next audit date. Just need to figure out how to automate changing the next audit date after the audit is complete. It is manual now.

[Ryan Gillespie]

You should be able to leverage a script that uses the data certification tasks "completed" date to then update that field.