heart Site Setup

The Site Setup Online Help page for Browser can be found here.

 

In this section we cover the aspects of your site that you are able to configure.

 

These items are accessed via the Site Setup window; this option is only available to system administrators.  Depending on which modules are available to you, you will see a set of tabs on the top of the site setup windows which control settings for that area of the system.

 

 

General:

Settings:

Login Text

Default Visibility

 

Password Security:

Minimum password length

Change on first login

Passwords Expire

Must have numbers & letters

Expiry Period

Expiry Warning Period

 

Partners

Public Holidays

 

Actions:

Default Check Progress

Default Days Until Overdue

Trigger Email Message

Default Note Text

 

Risks:

Default Check Progress

Risk Aggregation Type

Default Risk Matrix

Trigger Email Message

Default Note Text

Internal Controls Score

 

 

 

 

Performance Indicators:

Apply Variance Defaults

Default PI Data Start Date

Default Red Variance %

Default Amber Variance %

Trigger Email Message

Default Note Text

Division by Zero

N/A Formula Calculation Type

Default formula calculates forecast

Default Collections

Statutory Amendment Mail Recipients

PI Update Column Selection

 

Models

 

Audits

Default Audit Files Check Progress

Audit File Notifications

Recommendation Notifications

 

Web Publishing

Web Gauges

Web Actions

Web Scorecards

 

Feedback

Trigger Email Message

Count Transition Days

Enable Time Fields

Mail Merge Fields

 

Owner Notifications

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Related Topics:

Standard Menu Bar

PIs

Action Central

Risk Central

Users

Web Publishing

 

training_howdy

Howdy: Using the Site Setup

Howdy: Configuring Feedback Correspondence

 

key1Essential Permissions:

Site Admin

General Tab

In the general tab you can see some settings for your site, which are only modifiable by Pentana Risk.  This includes customer type and logo settings, the modules that have been configured and the topic buttons assigned.  The rest of the information is open to administrators to change, as follows.

Settings Panel

Login Text

You can amend the login text you see on your login screen.  Click on the dots-in-the-box to open an edit window.

 

Default Visibility

You can choose a particular role to be applied to the Also Visible To ownership whenever a new item is created, i.e. this could be the All Users role, in which case all items created will be visible to everyone.

Selecting the role from the Default Visibility drop down list, which will show all roles on your site.  If you would prefer to not have any visibility set, then (No Selection) can be chosen.

Note: This role will not be added to new Feedback records.  Default visibility and ownership for each type of Feedback can be set in the Feedback Types screen.

Password Security Panel

Minimum password length

Set this to prevent your users from adding passwords shorter than this minimum length.

Note: the maximum length is 16 characters.

 

Change on first login

When this is selected all new users are forced to change their passwords when they first log on to the system.  

 

Passwords Expire

Set this if you want your users password to expire.  Changes to this setting will only affect users that are created after this change, to force existing users to expire this will need to be set on each user as required.

 

Must have numbers & letters

If this option is checked, the system will force the user to add both numbers and letters to their passwords.

 

Must have upper & lower case letters

If this option is checked, the system will force the user to add upper and lower case letters to their passwords.

Must have special characters

If this option is checked, the system will force the user to add characters other than letters and numbers to their passwords.

Expiry Period

If you have your passwords set to expire, set the number of days before the user is asked to change it.

 

Expiry Warning Period

Set the number of days the user will be warned before the password is due to expire.

 

The following options are also set unless your site has opted out by contacting the Helpdesk:

Users cannot reuse any of their previous five passwords

Passwords cannot contain any personal data stored on Pentana Risk about the user

Passwords cannot contain any data stored about the Pentana Risk site

Passwords cannot contain any common or repeated sequences such as '123', 'abc', 'qwerty'

Partners Panel

This shows any partner sites that have been defined.  This allows you to share your Actions and/or PIs with another Pentana Risk site, and is configured by Pentana Risk with a request to the Helpdesk.  See Partner Actions and Partner PIs for more information.

 

Public Holidays Panel

In this panel you can define public holidays for your organisation.  These days are taken into account when calculating due dates and days elapsed in the feedback module.

The Add Public Holiday button adds a new row to the table.  The name of the holiday can be entered in the Public Holiday column, and the Date column contains a date selector to state the date of the holiday.

The Delete Public Holiday button removes the currently selected public holiday from the table.

 

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Actions Tab

Default Check Progress

Set the number of days for the default check progress value on a new Action.  This can subsequently be changed on each individual Action.  

 

Default Days Until Overdue

Set the number of days for the default days until overdue value for a new Action.  This can subsequently be changed on each individual Action.

Trigger Email Message

You can customise the start of the trigger email message which is produced when an Action trigger fires by amending this text.

Default Note Text

You can customise the default text that appears when you enter a new note on an Action.  If this is left blank the text that will apply is '-- enter new status update --'.

 

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Risks Tab

Default Check Progress

Set the number of days for the default check progress value on a new Risk.  This can subsequently be changed on each individual Risk.  

 

Default Risk Matrix

If you have more than one Risk matrix setup on your site you can choose which one is the default when a new Risk is created, this can be overridden when creating the Risk.

Trigger Email Message

You can customise the start of the trigger email message which is produced when a Risk trigger fires by amending this text.

Default Note Text

You can customise the default text that appears when you enter a new note on a Risk.  If this is left blank the text that will apply is '-- enter new status update --'.

Risk Aggregation Type

Choose from:

Average Assessment

This will average the impacts and likelihoods from the child risks to calculate the status icon for the parent level using the statuses defined for the Risk matrix on this Risk register. This will cause parent Risks to be counted on Risk Heat Maps.

Worst Child Status

This will use the worst child status for the parent Risk status. This will cause only leaf-level Risks will be counted in Heat Maps.

 

Note: Changing this setting will affect all risks you have loaded and it will immediately re-calculate the parent Risk based on these new settings; therefore this should only be changed if you're sure you want to affect all the risks on your system.

 

Internal Controls Score

These scores defined here are used within an internal control on a Risk.

SiteSetup_internalcontrolsscore

Add new scores into this table by clicking the New button, giving them a score, title and choosing from the three status icons.  You can delete them from here, and move them up or down the list using the buttons in the toolbar.

 

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Performance Indicators Tab

Apply Variance Defaults

After you have entered both the Default Red Variance % and the Default Amber Variance %, clicking on this button will apply these settings to all of your existing PI data.  

When you click this button you are warned with the following message:

Expand Picture Size

Click OK to continue with the update, or Cancel to keep all existing PI settings.

 

Default Amber Variance %

Set this to apply a default value when creating a new PI for the Amber Variance % field, also used with Apply Variance Defaults button.

Default  Red Variance %

Set this to apply a default value when creating a new PI for the Red Variance % field, also used with Apply Variance Defaults button.

Default PI Data Start Date

Set the default start date set when a new PI is created.  This can subsequently be amended on each individual PI.

 

Default formula calculates forecast

This will use any formula that has been defined to apply the same calculation to the forecast values on the feeder PIs.  This will create the forecast value on this PI from the forecast values entered on each of the feeder PI(s).  

Tick this checkbox to have this defaulted to ticked on any new PIs.

Trigger Email Message

You can customise the start of the trigger email message which is produced when a PI trigger fires by amending this text.

Default Note Text

You can customise the default text that appears when you enter a new note on a PI.  If this is left blank nothing will show by default on a new note.

Division by Zero

You can decide how divide by zero calculations are handled in data values for all formula PIs on your site by choosing an option from the dropdown list.  The default option is Display DIV/0, this will show the DIV/0 as text for any divide by zero calculations.  Choosing the Display Custom Warning option allows Site Admins to specify their own wording for the message that is displayed.

 

Note: Users will need to log out and back into Pentana Risk for any changes to be applied.  All existing PI data values will be also affected if the Division by Zero setting is changed.

 

N/A Formula Calculation Type

You can decide how N/A values are handled within formula PIs on your site by choosing an option from the dropdown list. The default option is N/A values count as 0 when adding or subtracting, this will allow N/A feeder values within a formula to be treated as a 0 when they are part of an addition or subtraction function.

 

Choosing the If there is any N/A driver data then the result data is always N/A option will allow N/A feeders to 'break' the formula and give an N/A result.

 

Formula

N/A values count as 0 when adding or subtracting

If there is any N/A driver data then the result data is always N/A

3 + N/A

3 + 0 = 3

N/A

9 / (3 + N/A)

9 / (3 + 0) = 3

N/A

9 / N/A

N/A

N/A

 

Note: Existing values will not be altered retrospectively, changes will only affect future formula calculations.

 

Default Days Until Overdue

Set the default number of days until overdue for all PIs. This can subsequently be amended on each individual PI.

Default Collections

You can customise the collection settings that are setup by default on a PI when it is created.

1.Click on the Add Default button to add a new frequency, and choose the frequency from the list.

2.Choose the default Source

3.Choose the default Target Source

4.Choose the default Long Trend Period

5.Choose if this period is to be the default Gauge Source

If you enter a default collection setting that needs to be removed, click on the delete button which is below and to the right of each frequency defined.

PI Update Column Selection:

Note?

Tick each field that you want to appear within the PI Update screen for your users.

 

This allows you to tailor the view of this window so remove fields that you may not want your users to view or update.

Activated?

Due Date

Forecast

Annual Rolling Forecast

Target

Value

Expected Outcome

Statutory Amendment Mail Recipients

When Pentana Risk update the statutory guidance on a statutory performance indicator you can choose to have one of the owners notified of this update.  Tick on one or more of the owner categories, i.e. Responsible OUs, Administered By, Managed By, Assigned To, Portfolio Owners, and providing the user(s) in this group have an email address they will receive this notification.

 

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Models Tab

There are no settings open for amendment within this tab, this shows a list of Models that have been assigned by Pentana Risk.

 

 

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Audits Tab

The options in the site setup for Audits are for notifications, these are split between Audit  Files and Audit Recommendations.  One notification email is fired when a condition is met and it will not continue to fire after this has happened.

Default Audit File Check Progress

Set the number of days for the default check progress for all Audit Files. This affects how long before the Due date your Audit Files will show as Check Progress status.

Audit Files

Choose which of the owners of an Audit File you want to send an alert to when the file is:

overdue (i.e. the due date has passed) or when it has been

completed (i.e. the audit actual date has passed)

or when a Recommendation linked to an Audit File is:

accepted

not accepted

Choose from the five ownership fields of: Audit Managers, Entity Managers, Auditors, Responsible OUs and/or Also Visible To.

The default settings are:

Audit Overdue: Audit Managers, Auditors

Audit Complete: Audit Managers, Auditors

 

When one of these two conditions is met then an email will be sent to all users in the ownership(s) ticked providing an email address has been put against the user record.

Audit Recommendations

Choose which of the owners of an Audit Recommendation you want to send an alert to when the recommendation is:

approaching the due date (i.e. due to be completed within two weeks);

overdue (i.e. passed the due date and not completed);

completed (i.e. completed date and 100% progress);

accepted or

not accepted.

Choose from the five ownership fields of: Administered By, Managed By, Assigned To and/or Also Visible To.

The default settings are:

Approaching Due Date: Nobody

Overdue: Administered By, Assigned To

Complete: Administered By, Managed By, Assigned To

Accepted/Not Accepted: Nobody.

 

When one of these three conditions is met then an email will be sent to all users in the ownership(s) ticked providing an email address has been put against the user record.

 

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Web Publishing Tab

Web Published PI Data must be Validated

Tick this box if you require your PI data to have an extra step to validate it before publishing the data to your web page.  Ticking this box will put another field on the PI data tab for this step. See also the permission PI_Publish_Data_Web.

 

Web Gauges

Click on the dots-in-the-box to open an add/remove dialog box, select the PIs you want to publish within the Web Publishing module.  This enables you to publish gauges, trend charts and notes.

Note: you cannot publish Partner PIs that originate from another site, this can only be done on the originators site.

 

Web Actions

Click on the dots-in-the-box to open an add/remove dialog box, select the Actions you want to publish within the Web Publishing module.  This enables you to publish gauges, trend charts and notes.

 

Web Scorecards

Click on the dots-in-the-box to open an add/remove dialog box, select the Scorecards you want to publish within the Web Publishing module. Any PIs and/or Actions that are present in the scorecard that you wish to publish to the web must also be present in the Web Gauges or Web Actions list shown above.

 

Secure? Tick this checkbox and your users will need to log in before being able to view the contents of this scorecard via the internet.  You can link two scorecards within each other and the following behaviour will apply:

scorecardiconScorecard A (parent)

scorecardiconScorecard B (child)

If Scorecard A is not secure, Scorecard B is secure, then you will not see Scorecard B

If Scorecard A is secure, Scorecard B is secure, then you will be asked to log in to see  both Scorecard A & B

If Scorecard A is secure, Scorecard B is not secure, then you will be asked to log in to see  both Scorecard A & B

If Scorecard A is not secure, Scorecard B is not secure, then you will see both Scorecard A & B

 

web_scorecards_add_remove

 

 

Note: If you delete a scorecard then the URL for the PI Dashboard will no longer work - even if a new scorecard with the same name is created, this new scorecard will need to be published and a new URL link generated.

 

 

Feedback Tab

site_setup_complaints

Trigger Email Message

You can customise the start of the trigger email message which is produced when a Feedback trigger fires by amending this text.

 

Count Transition Days

This setting controls how due dates and days elapsed are calculated in the Feedback module.

When this option is ticked, the day that the item is opened will count as a day in the Due Date calculation and Days elapsed.  Similarly, the date the item changes stage will count towards the days elapsed for the stage.

Example: The Feedback item has entered the stage on 10 August 2015.  The Due Date is calculated as 4 working days from when the stage is entered.  We are viewing it on 12th August 2015.


Calculated Due Date

Days Elapsed

Option ticked

13th August (10, 11, 12, 13)

3 days (10, 11, 12)

Option un-ticked

14th August (11, 12, 13, 14)

2 days (11, 12)

 

Enable Time Fields

This setting controls whether the time is recorded against the Opened and Closed Dates for any Feedback items.

When this option is ticked, any Feedback items that are then opened or closed will automatically have the current time recorded along with the current date. Additionally, the time can be set for all existing Feedback items.

 

Mail Merge Fields Panel

This allows you to specify which mail merge fields relate to which Feedback fields for correspondence templates.

Note: See the Howdy Configuring Feedback Correspondence for details of the complete setup process.

Click Add... to add a new mail merge field to the table.  This opens a wizard.  Select the required field from Feedback Fields, Contact Fields or Miscellaneous Fields.  In the Mail Merge key box, type the name of the field as it is referenced in the mail merge template.  Click OK to add the field.

site_setup_mail_merge

With a field selected, click Edit... to amend the mail merge key or Delete to remove the field from the table.

 

Note: Documents can only be uploaded as correspondence templates if all mail merge fields they contain are referenced in this table.


 

Owner Notifications

The Owner Notifications tab allows you to define who will get an email when the user is included in the ownership of an item.

site_setup_notifications

There is a folding panel for each module and the ownerships shown within each folding panel reflects the ownerships present in that module.  Tick each owner to say whether they will get an email notification when they are added in this ownership group on an item.  For example, if Actions Assigned To is ticked then when a user is added to the Assigned To ownership on any Action, they will get notification of this.

 

This will only send an email and not a system notice and therefore the email address must be filled in on the user record to take advantage of this function.  The subject line for the email will be 'You have been assigned as the owner of some items in Pentana Risk' and the subject will detail the item(s) you have been given ownership of, and which ownership you've been added to.

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