Purpose

Control Task Definitions define what has to be done and at what frequency in order to show that Control Objectives are being met. Task Definitions can be added, modified and deleted.


Steps

  1. Click on the “Task Definitions” link on any screen for a Governance Instance
    Note: The “Task Definitions” is the default screen whenever you open a Governance Instance. This will give you a list of the Task Definitions associated with the Governance Instance

  2. To see the Evidence Definitions associated with a Task Definition, Click on the Expand  Icon next to a Task Definition name. This will give you a list of the Evidence Definitions associated with that Task Definition.

  3. Using this screen you can:
    1. Create a new Evidence Definition and add it to the Task Definition
    2. Add one or more existing Evidence Definitions to this Task Definition
    3. Remove one or more Evidence Definitions from this Task Definition
    4. Edit an existing Evidence Definition connected to this Task Definition.
  4. For Instructions about creating and modifying Evidence Definitions, see the section called “Working with Evidence Definitions”.
    From the Task Definition screen, you can add new Task Definitions, Delete Task Definitions, and Edit Task Definitions. To edit a Task Definition, Click on the Edit  Icon next to a Task Definition name. This will give you the edit screen for a Task Definition:


  5. Name should be a unique but understandable label for the task

  6. A single Control Objective, Process, Role Type and Role must be selected from the lists presented

  7. Flagging the Task Definition as “Active” orders the Scheduler to start assigning Tasks based on this Task Definition. Removing the “Active” flag stops the Scheduler from assigning any more Tasks based on that Task Definition, but does not affect any Tasks already scheduled

  8. Flagging “One Time Only” removes the “Interval” and “Frequency” fields from the screen – the task will be scheduled once only – on the Start Date.

  9. The Start Date is the first time (or only time if “One Time Only” is flagged) that the Scheduler will assign a task based on this Task Definition.

  10. The First Due Date is used to specify the due date of the first task is assigned. This can be the current date or any date in the future.

  11. Calculated Due Date will display the due date of the next or current task to be assigned by the scheduler.

  12. If “One Time Only” is not flagged, Interval and Frequency tell the Scheduler how often to assign another task after the initial one.

  13. Whenever the Scheduler assigns a task, it automatically sends an email to the assignee as part of the scheduling activity.

  14. In addition to this initial notification, the Scheduler will send up to two additional notifications based on whether the First Reminder and Second Reminder fields are other than 0.

Notes about Start Date vs. First Due Date

When Start Date is selected, the scheduler waits until the Start Date before creating and assigning tasks. The Due Date of the first task is calculated by adding Interval and Frequency to the Start Date.


Example 1 – Start Date:

  1. The scheduler will wait until the Start Date before assigning the first task 
  2. The due date of the first task is shown by the Calculated Due Date
  3. The due date for subsequent tasks will be calculated based on Interval and Frequency specified in the Task Definition

Example 2 - First Due Date:

  1. The scheduler assigns the first task during the next cycle (every hour)
  2. The due date of the first task is shown by the Calculated Due Date
  3. The due date for subsequent tasks will be calculated based on Interval and Frequency specified in the Task Definition