Create task and assessment-type action items in events

Use integration of events and Smart Assessment for creating necessary action items related to an event.

Before you begin

Role required: sn_bcm.planner, sn_bcm.program_manager

About this task

Verify that you have created Smart Assessment templates for integrating crisis events with the Smart Assessment Engine.

Procedure

1. Navigate to Crisis events > Pending in the List view and select the crisis event.
2. Report the crisis event either from the home page or from the events page by creating an event.
   1. Add the description of the event.
   2. Assign it to a user by updating the Assigned to field.
   3. Select Save.
   An event is created in the application. You can create action items related to the event by updating the Action items tab, even before the event starts.
3. Select New in the Action items tab of the event.

   The Create New Action item form is displayed.

   
4. On the form, fill in the fields.
   For information on the fields, see Create New Action item form for crisis events.

   Note:

   Starting with GRC: Crisis Management, version 9.1.4, deleting an event associated with an action item now automatically deletes the action items and cancels any linked SAE assessments. Additionally, SAE assessments can now be viewed even if they are not linked to an action item.
   1. Add the description and short description of the action item.
   2. Select the type of action task by selecting Task or Assessment.
   3. Add an assignment group or a team member and an additional assignee list.
   4. Assign a due date in the Timeline section.
   5. Select Save.
   The Action item record is created in the Open state and the action item is displayed in the Action items tab of the event.
5. To skip the action item if it is not needed, select Skip task.
6. To work on the action item as a task, select Task in the Type field.
   1. To work on the action item task, select Work in progress.
      The state of the action item is updated to Work in progress. The actual start date and time for the action item task is recorded and displayed in the Actual start column of the Action items tab.
   2. To complete the action item task, select Closed complete in the action item record.
      The state of the action item is updated to Closed complete. The actual end date and time taken for the action item task is auto-captured and displayed in the Actual end date and Actual time taken columns of the Action items tab.
7. To mark the action task as an assessment, select its type as Assessment in Type field in the Create New Action item form.
   1. Select the assessment template in the Assessment template field.

      When you select the action task as an assessment, the Assessment template field is displayed in the form. The application uses Smart Assessment to perform the assessment. Confirm that BCM administrators have already created the necessary templates in the Assessment Workspace beforehand using the Smart Assessment Engine.

      Note:

      To make the desired Smart Assessment templates visible in the drop-down in the action item form in the Business Continuity Workspace, ensure that following steps are completed in the Assessment Workspace.

      • Select the necessary template, such as the Fire crisis template shown in the example, in the Details section.
      • Choose the Threat assessment for crisis events category in the Assessment template categories field. If you choose a different category, the desired template will not be shown in the Business Continuity Workspace.
      • Choose Event and Action item as the targets in the Assessment targets field.
      • To read the assessment, specify the reader role, such as the core viewer (sn_bcm.core_viewer) as the minimum role, in the Assessment reader role field of the Settings section. Usually, the core viewer (sn_bcm.core_viewer) role is specified as it is shared across all the roles.
      • Publish the assessment template.

      Only when these conditions are met, the template is available for selection in the drop-down of the action item form.

      For information on setting up Smart Assessment templates, see Create an assessment template.

   2. Add an assignment group or a team member and additional assignee list, select the timeline, and save the record.
   3. To continue working on the action item assessment, select Work in progress.
   4. To view response to the assessment as another user, select View response.
   5. To respond to the assessment as the assignee, select Take assessment.
   6. Respond to all the questions and select Submit.
   7. Confirm that you have reviewed the answers and select Submit again in the modal.
      Your response is submitted and a confirmation is displayed on the screen.
   8. To complete the action item assessment, select Closed complete.
      The state of the action item assessment is updated to Closed complete.
8. To re-trigger the action task, select Re-trigger.
9. To save the action task, select Save.
   This step completes the workflow of the action item record.

• Create New Action item form for events
  Use the Create New Action item form in the BCM Configurable Workspace to add action items about a crisis event.