Data Glossary for PIA & DPIA Automation Reports
OneTrust PIA & DPIA Automation helps streamline the collection of information regarding projects and inventories, automatically identify risks, and provide in-depth visualizations and reporting capabilities. PIA & DPIA Automation reports built from the data captured by the PIA & DPIA Automation module can be used to view assessment details, metadata related to individual assessments, assessment stage change information, and related risks associated with provided responses.
Available PIA & DPIA Automation Report Templates
The following report templates are available in the Reports Gallery when you select the PIA & DPIA Automation data source. You can view the available Reports Gallery templates by clicking the Create New button on the Reports screen. All templates will display by default, but can be narrowed down based on your selected data source or report type.
|
Report Name |
Description |
Data Source |
Report Type |
Data Type |
|---|---|---|---|---|
|
Assessment Custom Report |
Used to create an assessment report from scratch that you can customize to capture the information most relevant to your organization. |
- |
Column or PDF |
- |
|
Assessment Default PDF |
Used to view details on a single assessment, address responses provided by respondents, and evaluate the related risks associated with those responses. |
PIA & DPIA Automation |
|
Any Template |
|
Assessment Summary Details |
Used to view all assessment details, metadata related to individual assessments, and assessment stage change information. |
PIA & DPIA Automation |
Column |
Assessment |
Available Data on PIA & DPIA Automation Reports
The following fields are available to be included on PIA & DPIA Automation reports. The fields that display in a report will automatically populate depending on the report template you selected when creating the report.
|
Field |
Data Format |
Classification |
Description |
Applicable Report Templates |
|---|---|---|---|---|
|
ID |
Number |
Metadata |
The assessment ID number. |
|
|
Name |
Hyperlink |
Metadata |
The name of the assessment. |
|
|
Organization |
Multi |
Metadata |
The organizational group which is responsible for the assessment. |
|
|
Stage |
Multi |
Metadata |
The current stage of the assessment. |
|
|
Result |
Multi |
Metadata |
Whether or not the assessment is approved or rejected. |
|
|
Approver |
User |
Metadata |
The approver of the assessment. |
|
|
Respondent |
User |
Metadata |
The respondent of the assessment. |
|
|
Total Risks |
Number |
Metadata |
The number amount of risk assessed. |
|
|
Description |
Text |
Metadata |
A brief description of the assessment. |
|
|
Deadline |
Date/Time |
Metadata |
A due date for the assessment. |
|
|
Creator |
User |
Metadata |
The creator of the assessment. |
|
|
Date Created |
Date/Time |
Metadata |
The date the assessment was created. |
|
|
Template |
Text |
Metadata |
A questionnaire used to send assessments. |
|
|
Project Version |
Number |
Metadata |
The version of a project. |
|
|
Date Completed |
Date/Time |
Metadata |
The date the assessment was completed. |
|
|
Date Submitted |
Date/Time |
Metadata |
The date the assessment was submitted. |
|
|
Very High Risks |
Number |
Metadata |
The total number of risks captured on an assessment with a very high risk level. |
Note:
Assessment reports display only the following risk level columns: Low, Medium, High, and Very High. Zero or empty risk levels are not included as separate columns in the report. |
|
High Risks |
Number |
Metadata |
The total number of risks captured on an assessment with a high risk level. |
|
|
Medium Risks |
Number |
Metadata |
The total number of risks captured on an assessment with a medium risk level. |
|
|
Low Risks |
Number |
Metadata |
The total number of risks captured on an assessment with a low risk level. |
|
|
Residual Risk Level |
Multi |
Metadata |
The overall risk score after considering existing controls. |
|
|
Primary Record Id |
Number |
Metadata |
The number ID of the primary record. |
|
|
Primary Record Name |
Text |
Metadata |
The name of the primary record. |
|
|
Template Version |
Number |
Metadata |
The editable version of a published template. |
|
|
GUID |
Text |
Metadata |
The unique number of the assessment ID field. |
|
|
Residual Risk Score |
Number |
Metadata |
The overall risk score. |
|
|
Open Info Request |
Number |
Metadata |
A need for more information request that hasn't been addressed. |
|
|
Tags |
Multi |
Metadata |
The tag(s) that best suit the assessment. |
|
|
Open Risk Count |
Number |
Metadata |
The amount of open risks that have not been addressed. |
|
|
Pending Reviews |
User |
Metadata |
The assessments that are waiting to be reviewed. |
|
|
Result Comments |
Text |
Metadata |
Comments that accompany the result of the assessment. |
|
|
Submission Progress (%) |
Number |
Metadata |
The percentage of the assessment that has been completed. |
|
|
Inherent Risk Level |
Multi |
Metadata |
The overall risk score without considering existing controls. |
|
|
Target Risk Level |
Multi |
Metadata |
The desired risk level. |
|
|
Inherent Risk Score |
Number |
Metadata |
The overall inherent risk score. |
|
|
Target Risk Score |
Number |
Metadata |
The amount of risk accepted to grant an approved assessment. |
|
|
Old Stage - Stage History |
Multi |
Metadata |
The previous stage(s) that the assessment has gone through to date |
|
|
New Stage - Stage History |
Multi |
Metadata |
The latest stage(s) that the assessment has gone through to date. |
|
|
Stage Change Date - Stage History |
Date/Time |
Metadata |
The time stamps of all stage changes. |
|
|
Stage Changed By - Stage History |
User |
Metadata |
The user(s) who have made these stage changes. |
|
|
Old Stage Date - Stage History |
Date/Time |
Metadata |
The time stamps for stage(s) that are listed in the Old Stage column. |
|
|
Cycle Number - Stage History |
Number |
Metadata |
The number of times that an assessment has changed stage. |
|
|
Days Spent In Old Stage - Stage History |
Number |
Metadata |
The total number of days that the assessment stayed in the stage(s) listed in the Old Stage column. |
|
|
Comment - Comments |
Text |
Metadata |
The text of the comment. |
|
|
Question Number - Comments |
Number |
Metadata |
The question number where the comment is present. |
|
|
Section Number - Comments |
Number |
Metadata |
The section number where the comment is present. |
|
|
Comment Added By - Comments |
User |
Metadata |
The name of the user who added the comment. |
|
|
Created Date - Comments |
Date/Time |
Metadata |
The date the comment was created. |
|
|
Question Name - Comments |
Text |
Metadata |
The name of the question where the comment is present. |
|
|
Note - Notes |
Text |
Metadata |
The text of the note present on the assessment. |
|
|
Note Added By - Notes |
User |
Metadata |
The name of the user who left the comment. |
|
|
Created date - Notes |
Date/Time |
Metadata |
The date the note was created. |
|
|
{Risk Category}: Inherent Risk Level - Categorical Risks |
Multi |
Custom |
The inherent risk level defined by risk category. |
|
|
{Risk Category}: Inherent Risk Score - Categorical Risks |
Number |
Custom |
The overall inherent risk score defined by risk category. |
|
|
{Risk Category}: Residual Risk Level - Categorical Risks |
Multi |
Custom |
The residual risk level defined by risk category. |
|
|
{Risk Category}: Residual Risk Score - Categorical Risks |
Number |
Custom |
The overall residual risk score by risk category. |
|
|
{Risk Category}: Target Risk Level - Categorical Risks |
Multi |
Custom |
The desired risk level defined by risk categories. |
|
|
{Risk Category}: Target Risk Score - Categorical Risks |
Number |
Custom |
The desired risk score defined by risk categories. |
|
|
Custom questions on templates - Date |
Date/Time |
Custom |
The date question type is used to collect information about when a relationship or activity began or ended. |
|
|
Custom questions on templates - Multi-choice |
Multi |
Custom |
The multi-choice question type is used to capture information based on a pre-set list of options. |
|
|
Custom questions on templates - Statement |
Text |
Custom |
The statement question type is a free-form response field that does not collect information. |
|
|
Custom questions on templates - Text |
Text |
Custom |
The text question type collects free-form responses which are entered by the respondent. |
|
|
Custom questions on templates - Yes/No |
Multi |
Custom |
The Yes/No question types collect information about things in a yes or no format. |
|
|
Custom questions on templates - Inventory |
Multi |
Custom |
The inventory question type, in combination with attribute questions, create and update information about inventory records such as assets, processing activities, and vendors. |
|
|
Custom questions on templates - Attribute |
Text, Multi, Date/Time |
Custom |
The attribute question type, in combination with inventory questions capture information about the attributes of an inventory record. |
|
|
Custom questions on templates - Personal Data |
Multi |
Custom |
The personal data question type is used to capture information about how data elements connect to data subjects. |
|
|
Custom questions on templates - Controls |
Multi |
Custom |
The control question type is used to add controls to the associated inventory record. |
|
|
Custom questions on templates - Contract |
Multi |
Custom |
The contract question type is used to answer questions about existing contracts or update their attributes. |
|
|
Custom questions on templates - Engagements |
Multi |
Custom |
The engagement question type is used to answer questions about existing engagements or update their attributes. |
|
|
ID |
Hyperlink |
Default |
The risk ID number. |
|
|
Description |
Text |
Default |
The description of the risk. |
|
|
Organization |
Multi |
Attribute |
The organization group that this risk is related to. |
|
|
Source |
Hyperlink |
Attribute |
The source or collection point of the data. |
|
|
Controls |
Hyperlink |
Default |
The related controls added to the risk. |
|
|
Source Type |
Multi |
Default |
The location in which the data was collected. Examples include: inventory, incident, etc. |
|
|
Deadline |
Date/Time |
Default |
The date by when the risk must be resolved. |
|
|
Created Date |
Date/Time |
Default |
The date the risk record was created. |
|
|
Category |
Multi |
Attribute Array |
The associated category that the risk is assigned to. Example categories include: financial, geographic, operational, regulatory/compliance, security |
|
|
Risk Approver |
User |
Attribute Array |
The name of the person responsible for approving the risk. |
|
|
Treatment |
Text |
Default |
The process by which the risk owner actively mitigates the risk. |
|
|
Treatment Plan |
Text |
Default |
The plan that includes completing specific tasks, assigning a risk owner, and adding controls to mitigate the risk. |
|
|
Stage |
Multi |
Attribute |
The current risk stage. |
|
|
Treatment Status |
Multi |
Attribute |
The current status of the treatment plan. Status options include: in progress, under review, exception requested, exception granted. |
|
|
Result |
Multi |
Attribute |
The action taken on the risk. Actions include: accepted, avoided, ignored, reduced, rejected, transferred |
|
|
Inherent Level |
Multi |
Attribute |
The inherent risk level determined by the risk matrix. |
|
|
Inherent Impact Level |
Multi |
Attribute |
The impact that a risk would have on an organization if it occurred without controls to mitigate. |
|
|
Inherent Probability Level |
Multi |
Attribute |
The probability of the risk occurring if there were no controls in place. |
|
|
Inherent Score |
Text |
Default |
The overall risk score without considering existing controls. |
|
|
Target Level |
Multi |
Attribute |
The desired risk level. |
|
|
Target Impact Level |
Multi |
Attribute |
The desired impact that a risk would have on an organization if it occurred. |
|
|
Target Probability Level |
Multi |
Attribute |
The desired probability of the risk occurring. |
|
|
Target Score |
Text |
Default |
The desired risk score. |
|
|
Date Closed |
Date |
Default |
The date in which the risk treatment status was approved, and the risk record closed. |
|
|
Residual Level |
Multi |
Attribute |
The risk level if it occurred with the current controls that are implemented. |
|
|
Residual Impact Level |
Multi |
Attribute |
The impact a risk would have on an organization if it occurred with the current controls that are implemented. |
|
|
Residual Probability Level |
Multi |
Attribute |
The probability of the risk occurring with the current controls that are implemented. |
|
|
Residual Score |
Text |
Default |
The overall risk score after considering existing controls. |
|
|
Type |
Multi |
Default |
The type of risk and select the specific asset, entity, processing activity, or vendor. |
|
|
Threat |
Multi |
Attribute |
The incident that has the potential to cause harm or expose vulnerabilities. |
|
|
Vulnerability |
Multi |
Attribute Array |
The known weakness that would allow attacks if not contained. |
|
|
Risk Owners |
User |
Attribute Array |
The name(s) of the individual(s) responsible for remedying the risk. |
|
|
Risk GUID |
UUID |
Default |
The unique number of the risk GUID ID field. |
|
|
Risk Template |
Multi |
Attribute |
The name of the risk template in the Risk Library. |
|
|
Old Stage |
Multi |
Attribute |
The previous stage(s) that the assessment has gone through to date. |
|
|
New Stage |
Multi |
Attribute |
The latest stage(s) that the assessment has gone through to date. |
|
|
Stage Changed By |
User |
Attribute |
The time stamps of all stage changes. |
|
|
Stage Change Date |
Date/Time |
Default |
The user(s) who have made these stage changes. |
|
|
Old Stage Date |
Date/Time |
Default |
The time stamps for stage(s) that are listed in the Old Stage column. |
|
|
Sequence Number |
Number |
Default |
The number of times that an assessment has changed stage. |
|
|
Days Spent in Old Stage |
Number |
Default |
The total number of days that the assessment stayed in the stage(s) listed in the Old Stage column. |
|
|
ID |
Hyperlink |
Default |
The unique identifier to support integration across applications. |
|
|
Control Name |
Text |
Attribute |
The name of the control. |
|
|
Framework |
Multi |
Attribute |
The frameworks in which you can add controls. |
|
|
Description |
Text |
Default |
A brief description of the control. |
|
|
Category |
Multi |
Attribute |
The associated category that the control is assigned to. |
|
|
Status |
Multi |
Attribute |
The current status of the control. Status options include: pending, implemented, not doing |
|
|
Effectiveness |
Multi |
Attribute |
The effectiveness of an implemented control. Options include: effective, ineffective, planned |
|
|
Maturity |
Multi |
Attribute |
The maturity of an implemented control. |
|
|
Control Owner |
User |
Attribute Array |
The user who is responsible for the control. |
|
|
Deadline |
Date |
Default |
The date by when the control must be implemented. |
|
Information request data in Assessment Automation Reports
You can now access information request data directly through Assessment Automation reports, in addition to the Open info request count.
Assessment Automation reports will now contain the underlying information-request conversation data including the request, responses, status, question context, authors, and dates.
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Info Request ID
-
Assessment ID
-
Assessment Name
-
Template
-
Section No
-
Section
-
Question #
-
Information Request
-
Message Type
-
Message Text
-
Author
-
Date
-
Status