The default values for the Accountability Sign-off Tasks can be configured in the SMCR Configuration section. For more information, see SMCR Configuration.
About Tasks
The Accountability Sign off tasks provide you with the tools to seek assurance from some or all of your Accountable People that they know and understand their Statement of Responsibilities and will attest that. By assigning scheduled tasks, TriLine GRC will automatically create and distribute Accountability Tasks, notifying accountable people that a task is due to be completed and allowing an administrator to manage missing responses by exception.
The New Tasks monitor run, will generate each Accountability Sign-off Task notifications on the First Reminder date as determined by each Task’s schedule. Newly created Tasks with prior dates to the New Monitor run will be ‘caught up’ and generated with the next New Tasks monitor run. Any Tasks with the First Reminder Date in the future, will not be generated till that future date occurs.
Elements of an AdHoc Sign-off Task
The Details required to create this task.
The ‘Generate AdHoc Accountability Sign-off Tasks’ Window
1 ‘Due Date’ Field
Enter a date, or use the Date/Time Selector to set the date, on which the Accountability Sign-off Task(s) are required to be completed by. If the ‘Due Date’ falls on a non-business day (e.g. weekend or public holiday) the task will be scheduled to be due to the preceding business day; making the task due slightly earlier.
2 ‘As At’ date Field
Enter a date, or use the Date/Time Selector to set the date, on which the Accountability Sign-off is applicable up to. If the ‘As At’ falls on a non-business day (e.g. weekend or public holiday) the ‘As At’ date will be moved to the proceeding business day.
3 ‘First Reminder’ field
Is the number of days before the Due Date that the Task will be generated and each selected Person is notified. If the day the Task is be be generated falls on a non-business day, the task will instead be generated on the first prior business day. This is also the day each Person will receive a notification email containing the Task details and when the Task is Due; and the day the task will appear in each Persons Current Tasks list.
4 ‘Reminder 2nd’ field
Set this value if a second, additional email notification is required to be sent to each Person closer the Due Date. The same non-working day principle as 1st Reminder applies to this 2nd Reminder.
Tip: Set this field to zero if you don’t want a 2nd Reminder notification sent.
5 ‘Outcome Yes/No’ field
This field displays the default configuration question. If required, update the question that the selected Position(s) need to answer in order to successfully complete the Sign-off Task. If Express Complete option is configured on in your system, express completing of these Tasks, when generated, will be possible.
6 Task description field
This field displays the default configuration description/instruction. If required, use the Text Editor to update the details necessary to complete the Task. These are the details that are emailed to the Person, and are also displayed in the My Summary | Current Tasks tab, when a Task is generated.
7 Select All
Click this box to select all Persons listed. If the generate Tasks 9 icon is clicked, an Accountability Sign-off Task will be scheduled for each Person selected.
8 Select Individual Persons
Click this box to select this Person. If the generate Tasks 9 icon is clicked, an Accountability Sign-off Task will be scheduled for each Person selected.
9 Create Tasks button.
Click this icon to create an Accountability Sign-off AdHoc Task scheduled for each Person selected. The New Tasks monitor, when run, will generate these Tasks on the date determined by this schedules First Reminder Date.
10 Close Window icon
Click this icon to close this window.
Elements of a Accountability Sign-off Task
The New Sign-off Task Window
1 Status selector field
Click this field and select the Status of the Task (see Record Status). An Active task will be generated into a Current Task on the 1st reminder date for each Person. An Inactive task will only roll over on the Due Date and no Current Task(s) will be generated.
2 Entity selector field
Click this field and select the applicable Entity of the Person this Task is for.
3 ‘As At’ date Field
Enter a date, or use the Date/Time Selector to set the date, on which the Accountability Sign-off is applicable up to. If the ‘As At’ falls on a non-business day (e.g. weekend or public holiday) the ‘As At’ date will be moved to the first proceeding business day.
4 ‘Outcome Yes/No’ field
This field displays the default configuration question. If required, update the question that the selected Position(s) need to answered in order to successfully complete the Sign-off Task. If Express Complete option is configured on in your system, express completing of these Tasks, when generated, will be possible.
5 Task description field
This field displays the default configuration description/instruction. If required, use the Text Editor to update the details necessary to complete the Task. These are the details that are emailed to the Person, and are also displayed in the My Summary | Current Tasks tab, when a Task is generated.
6 Date Calculation selection
Note: Date Calculation only available when Frequency Monthly 7 is selected.
Specific Date selected. Select the exact Date for the schedule to start. Selection Last working day of the period will, if the Next Due is not this date, change to the Next Due to this date, for that month, when Save is clicked.
Day of Week selected. Select the Week and the Day for the schedule to run on. Then select Next Due for the first date (month/year) this task will be scheduled. Clicking Save will adjust Next Due to match the selected Week and Day.
Working day selected. Select how many business working days into a month the schedule is to run on. Then select Next Due for the first date (month/year) this task will be scheduled. Clicking Save will adjust Next Due to match the Working day.
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7 Frequency selection
Use these fields to set how often the Task should be performed (e.g. every 3 months). Your Interval options include Monthly or Adhoc.
Adhoc: The cycle number is ignored as it is a once off Task. Leave this as zero
Monthly: Type or select a number, e.g. ‘3’ for quarterly, ‘12’ for annual.
Note: Selecting Frequency ‘Adhoc’ will remove the Date Calculation selections.
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8 Next Due date picker
Use the Date/Time Selector to set the date on which the Task must first be completed.
(Scheduled) date field
After saving the schedule, a (Scheduled) date is then displayed to the right of the ‘Next Due’ field. This field displays the actual date that the next Task will be due. Quite often, the ‘Next Due’ and ‘Scheduled’ dates will be the same, but when the ‘Next Due’ date falls on a non-business day (e.g. weekend or public holiday) the ‘Scheduled’ date is set to the preceding business day; making the task due slightly earlier.
Tip: If you leave the ‘Next Due’ field blank, the record will be created, but a Task will never be generated. This can be useful if your organisation is not yet ready to start the Task and wants to specify the ‘Next Due’ date at a later time.
9 Last working day of the period selector
Select this checkbox to override the Next Due date to always be the last day of that month.
10 ‘Reminder 1st’ field
Is the number of days before the Task due date that the Task will be generated and each Person notified. If the day the Task is be be generated falls on a non-business day, the task will instead be generated on the first prior business day. This is the day the task will appear in each Persons Current Tasks list. This is also the day each Person will receive a notification email containing the Task details and when the Task is Due.
(Reminder Date) field
After saving the schedule, a (Reminder Date) is then displayed to the right of the ‘Reminder 1st’ field. This field displays the actual date (business day) that the next Task will be generated.
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11 ‘Reminder 2nd’ field
For Tasks with a long lead time (i.e. 1st Reminder is set to a high number of days), set a lower number of days in the ‘2nd Reminder’ field so that an additional email notification is sent to each Person before the due date. The same non-working day principle as 1st Reminder applies to this 2nd Reminder.
Tip: Set this field to zero if you don’t want a 2nd Reminder sent for this Task.
12 Save icon
Click this icon to save all updates to this Task.
13 Close Window icon
Click this icon to close this window and cancel all updates to this Task.
From the Main Menu, select SMCR | Work with Accountable People.
The ‘Accountable People’ list page is displayed. Hover over, or click the Menu Options (hamburger) icon, then click the Generate AdHoc Accountability Sign-off Tasks option.
The Generate AdHoc Accountability Sign-off Tasks window displays.
Create AdHoc Sign-off Tasks
This function allows the creation of an AdHoc Accountability Sign-off Tasks for multiple people. Note: This function will create the AdHoc task(s) schedule, which can be view in Show Tasks, but the New Tasks monitor is required to create the Current Tasks generated from these schedules. The New Tasks monitor generation of the Tasks is determined by the First Reminder Date.
Update fields and selections 1 though 8 as required (See Elements of an AdHoc Sign-off Task for more information on each field). Persons 8 can be select and de-selected individually, or all at once 7. Click the Create Task 9 icon to create the tasks. (Or, click the Close 10 icon to cancel.)
The tasks are created and are scheduled for generation. On the First Reminder Date the Tasks will be generated into Current Tasks by the New Tasks Monitor.
Access Accountability Sign-off Tasks
Accountability Sign-off Tasks are found under the Allocations of an Accountable Person.
From the Main Menu, select SMCR | Work with Accountable People.
Hover over, or click the Menu Options (hamburger) icon, then click the New Tasks option.
The New Task for Person (Entity) window displays, with Fields containing configured default values. Update fields and selections 1 though 11 as required (See Elements of a Accountability Sign-off Task for more information on each field). Click the Save 12 icon to create the tasks. (Or, click the Close 13 icon to cancel.)
The new Accountability Sign-off Task displays in the list.
The Edit Task for Person (Entity) window displays. Update fields and selections 1 though 11 as required (See Elements of a Accountability Sign-off Task for more information on each field). Click the Save 12 icon to create the tasks. (Or, click the Close 13 icon to cancel.) Note: Take create care when making changes to this schedule if your today editing date is between the First Reminder Date and the Due Date on this schedule. If you do not understand the consequences of schedule changes in this date window, please contact TriLine GRC support before proceeding to Save changes.
The new Accountability Sign-off Task displays in the list.
The Confirm delete window displays. Click the Delete 12 icon to Delete this task and all associated history. (Or, click the Close 13 icon to cancel.) Note: This delete is instant and there is no recovery or un-delete option. It is not recommend to delete records that require history to be retained; it is instead recommend to change the status to ‘Inactive’.
The Accountability Sign-off Task no longer displays in the list.
Complete Sign-off Task
via Email notification Express Complete
Open the notification email containing the Sign-off Task completion request.
If you are fully aware that your Accountabilities are correct, click the here1 link in the 'To Express complete this Task… ' line. The Task is immediately completed. Note: If you wish to check your Accountabilities before completion, click the here2 link in the 'To complete this Task… ' line, to open the Completion task and review ‘Statement of Responsibility’ tab.
via My Summary Express Complete
From the Main Menu, select SMCR | My Summary.
Find your SMCR Sign-off Task (using a filter or search).
Hover over the Express Complete 1 icon to view the Task completion details you are about to action. Click the Express Complete 1 icon to immediately complete this Sign-off Task with a ‘Yes’ Outcome.
The Sign-off Task is completed, and is no-longer displayed in the Current Tasks list.
via My Summary Task Completion
From the Main Menu, select SMCR | My Summary.
Find your SMCR Sign-off Task (using a filter or search). Click the ‘Complete the Task’ 1 icon.
The Complete ‘Sign-off Accountability’ Task window displays. Review the Task instruction 1, and the ‘Accountability As At’ 2 date. Click the Statement of Responsibility3 tab.
Review and confirm the contents of this tab are as the ‘Accountability As At’ date. Click the Details tab.
Select the ‘Outcome’ 1 answer. Click the ‘Add Comment’ to add a Comment if ‘Outcome’ No was selected, otherwise a comment is optional. Click the ‘The Task will be Completed’ 3 icon to complete this Sign-off Task. (Click the ‘Cancel’ 4 icon to close this window and stop completing this task.)
The Sign-off Task is completed, and is no-longer displayed in the Current Tasks list.
Review My Sign-off Task History
Via ‘Accountability Sign-off History’ Icon
From the Main Menu, select **SMCR | Show My Details **.
The Accountable Person page is displayed. Click the Allocations tab. Click the ‘Accountability Sign-off History’ 1 icon.
The ‘Accountability Sign-off History’ window is displayed. Click the ‘More Information’ 2 icon to display the Task details in grid.
Click the ‘Open the SoR’ 3 icon (above) to export a PDF copy of the Statement of Responsibility of this task. Find and open the downloaded Statement of Responsibility to view it’s contents.
Via ‘Accountability Sign-off Task’ Icon
From the Main Menu, select **SMCR | Show My Details **.
The Accountable Person page is displayed. Click the Allocations tab. Click the ‘Accountability Sign-off Tasks’ 1 icon.
The ‘Accountability Sign-off Tasks’ window is displayed. Click the ‘Show the Task Completion History’ 1 icon. Note: Tasks without this icon do not have any Completed tasks.
The ‘Task Completion History’ window displays. Review the Task Details. Click the Comments tab to view, add, edit or delete the comments as require (if you have the correct security access).
