Step-by-Step Onboarding Guide: QRA & Vendor Portal

Getting up and running with your QRA & Vendor Portal solution

Thank you for choosing the OneTrust QRA & Vendor Portal solution to help manage your privacy, security, and governance program needs.

The solution is designed to be intuitive and easy to configure and this guide will take you through each step one by one.

And if you have questions along the way, or at the end of your implementation, you can reach out to the team who will be happy to help.

This module is implemented to help customers focus on the technical and organizational measures used by vendors to ensure security and compliance. This will also provide the customer with a means to catalog a vendor inventory and relate to other inventory records such as assets as the product/service provider and produce reports for the customer’s defined requirements including risks and controls that have been identified.

Let’s get you started

Follow the steps below to get your solution set up. Each stage of the process is covered by comprehensive guidance and support collateral on the my.onetrust.com online resource platform and this guide will direct you towards all the information you need.



Before you begin

Before you get started with your implementation, complete the following key activities which will help you accelerate your implementation:

  1. Assign Key Decision Maker

    This will be the main point of contact throughout the implementation and will make configuration/setting decisions for the module.

  2. Prepare Trust Profile Configuration

    Prepare certifications, Sig Lite 2021, and general information to fill out in the Trust Profile in QRA & Vendor Portal.

  3. Collect completed vendor assessments

    If you plan to import any previously completed assessments as answer libraries, start to centralize those assessments, ready for importing.

QRA & Vendor Portal Configuration

You can access all our knowledge base articles at the link here. The steps below direct you to the most relevant way to get started as quickly as possible.

Step

Description

1

OneTrust provides a Trust Profile for customers that wish to link their company information directly to the Vendorpedia Exchange.

You can add a logo and edit attribute fields related to basic information you want other vendors to see.

This is the logical first step for the QRA & Vendor Portal platform as the Trust Profile is an important aspect of keeping up to date with other vendors’ information on your company via OneTrust.

Use the below articles for further guidance:

Adding Certificates

Managing Your Trust Profile

2

There are three ways to add an Answer Library to the QRA & Vendor Portal platform

Various population methods:

  • Import using Vendorpedia Template: This is using the out of the box excel sheet in populating questions, answers, supporting answers, and tags in creating an Answer Library utilizing historical assessments

  • Import using Standard Assessment Import: We support direct import of Standard Assessments along with tags

  • Self-Assessment 2021 Sig Lite: Completing the self-assessment via the Trust Profile will also service as an Answer Library in the platform

Once you create an Answer Library, it is available to search for questions/filter by tags. We can now utilize the autocomplete feature utilizing an Answer Library.

Use the below articles for more guidance on this:

Creating & Managing Answer Libraries

Bulk Import to Answer Libraries

Moving Questions to Answer Libraries

3

Create customers as records to hold attribute information for vendors that are sending the team assessments

  • Out of the box attributes do a good job with basic information; we are able to add additional attributes via the attribute manager

Once the customers in scope are created, we can:

  • Create requests related to the customer (Share documents + autocomplete)

  • Edit contact information for each customer

4

Attribute Manager

You can configure attributes related to Customers & Requests

Currently, most of the system out of the box attributes are static, but we can configure additional custom attributes to hold additional information.

Use the following articles for more information:

How to Configure the Attribute Manager

5

Custom Roles

Custom roles are important in creating business user roles for least privilege/lower-level access as opposed to the Site Admin role.

Use the following article for more information:

System Default Roles

Creating and Editing Custom Roles

6

Autocomplete Functionality

The Autocomplete function of QRA & Vendor Portal is a fundamental process in providing time-saving value as part of the assessment completion process.

There are two ways to Autocomplete:

  • Vendorpedia Template (Excel sheet with Column A – Question Numbers & Column B – Questions)

  • Source Import (Excel import of native format customer has sent to us)

The review process following the Autocomplete is also important in training the library, making it more sophisticated for future assessments.

Use the following articles to help with this:

Creating a Request & Autocomplete

Using Train My Library to Review AutoComplete Answers

Complete!

Congratulations on completing your implementation.