Reviewing and Completing an Assessment

You can review assessments that have been completed by a respondent. 

To complete an assessment

  1. On the PIA & DPIA Automation menu, select Assessments. The Assessments screen appears.

  2. Click on the name of an assessment with the status Under Review.


  3. Review each question response.
  4. Use the Next section button to move to the next section of an assessment.


    Note:

    You can add any final comments into the last question, Additional information, or add a note to the final question. The comments made as notes on individual questions are retained for reporting and create documentary evidence of discussions and decisions made.

    Important:

    Deleted comments cannot be recovered after deletion.

  5. When finished, click the Finish review button. The Complete assessment modal appears.
    Note:

    By default, users cannot complete an assessment for an inventory record outside their position within the organizational hierarchy. Your administrator can enable access control override to disable this validation setting.

  6. Select Approved or Rejected from the Result dropdown menu.
  7. Click the Confirm button.

To withdraw approval

If you are one of multiple assigned approvers for an assessment and the approval process has not yet been completed, you can withdraw  your approval for the assessment.

  1. Open an assessment for which you are one of multiple approvers and that has the status of Under Review.
  2. Click the Undo review button.

To reopen a completed assessment

  1. Open an assessment with a status of Completed.
  2. Click the Reopen assessment button. The Send back modal appears.

  3. In the Comments field, enter text which explains why the assessment is being reopened.
  4. Click the Submit button. The assessment will be set to Under Review and an email notification will be sent to the respondent. 
    Note:

    Once an assessment has been reopened with a status of Under Review, you can request more information or send the assessment back to In Progress.

To request more information about a question

  1. Open an assessment with a status of Under Review.
  2. Navigate to the question on which you want to request more information.
  3. Click the Create info request icon button next to the question. The Create info request modal appears.


  4. Use the text editor to enter a request for more information from the questionnaire respondent.
    Note:

    If you want to allow the respondent to update the question response, select the Allow respondent to edit response checkbox.

  5. Click the Create & Send button.
  6. Repeat this process as needed for any additional responses.
  7. Enable the Edit all responses setting to override any previously selected Allow respondent to edit response settings and allow the respondent to edit all question responses.

To view and respond to information requests

Note:

Information requests display in the Collaboration pane under the Info Requests icon in order of their creation, with the most recent at the top.

  1. Open an assessment with information requests.
  2. In the header area of the assessment, click the View icon. The Collaboration pane appears.


  3. Select the request you want to respond to.
  4. Use the text editor to respond to the request.
  5. Click the Respond button.
Note:

Users will occasionally see that the Allow respondent to edit response checkbox is grayed out. This happens when a question is used as part of a skip/show logic and changing the response could affect other questions in the assessment.

You will need to send the entire assessment back for the user to edit the necessary question responses. As you will not be able to identify the affected question, you must include details of what changes are needed in your note when sending the assessment back to the In Progress stage.



To send an assessment back for resubmission

  1. Open an assessment with the status Under Review.
  2. Click the Send back button. The Send back modal appears.


  3. Enter comments requesting clarification or providing additional information to the respondent. 
    Note:

    Comments will be provided to the respondent in an email notification.

  4. Enable the Edit all responses setting to allow the respondent to edit all question responses. If the setting is disabled, the respondent will only be able to update responses where Allow respondent to edit response was selected on the information request.
  5. Enable the Send info requests setting to send a single notification to the respondent summarizing all information requests.
  6. Click the Submit button. The assessment will be reopened and have a status of In Progress. The respondent can change the original answers to questions and then re-submit the assessment. 
    Note:

    When an assessment is sent back to In Progress, any previously calculated scores are cleared and no longer appear in the assessment. Scores are recalculated when the assessment is submitted again, ensuring that scoring reflects the most current responses.

To send information requests in bulk

You can configure your account to send all of the needs more information requests on an assessment at once.

  1. Add information requests to each question where you need additional information from the assessment respondent. The header of the assessment will show a count of how many open information requests have been created, but not yet sent.


  2. Click the Send button in the header. The Send Info Requests modal appears.


  3. Enter any comments to be included in the notification email as needed.
  4. Click the Send button.