Evaluating and Managing Engagements

Engagements describe the way in which service is provided by a vendor. It can include things such as consulting, support, implementation, and more. The engagement is the record of time and resources allocated to a specific activity or service being provided by the vendor.

In the application, engagements can be evaluated using workflows and assessments to determine applicability and details.

This article shows you how to:

To evaluate an engagement

  1. On the Third-Party Risk Management menu, select Engagements.
    The Engagements screen appears.
  2. Click on the name of the engagement you want to evaluate.
    The Engagement Overview screen appears.

  3. Click the Advance button to move the engagement through the evaluation workflow.

To edit an engagement

  1. Go to the Engagement Overview screen for a vendor engagement and select the Details tab.
  2. Click on one of the fields to make the details of the engagement editable.
  3. Update the fields as necessary.
  4. Click the Save button.

To add an assessment to an engagement

You can use assessments to help evaluate your engagements by gathering information.

  1. Go to the Engagement Overview screen for a vendor engagement and select the Assessments tab.
  2. Click the Add Assessment button.
    Note:

    If you have already added an assessment, use the Context Menu icon to launch an assessment or link an assessment.

    The Create Assessments screen appears.
  3. Complete the fields.
    For more information, see Create Assessments Screen Reference.
  4. Click the Create & Send button.
    Note:

    You can edit engagement assessment details including basic information, approvers, and respondents. To do this, hover over the assessment on the Assessments tab of the Engagement Overview screen, click the Context Menu icon and select Edit Details.

Create Assessments Screen Reference



Field
Description
Assessment Name

Enter a name for the assessment you want to launch.

Template

Select the template you want to use to launch the assessment.

Deadline

Select the day on which the assessment is due.

Reminder

Enter the number of days before the deadline which the respondent(s) should be reminded to complete the assessment.

Approver

Select the approver for the assessment.

Respondent

Select or enter the email address for the respondent for the assessment.

Description

Enter a brief description of the assessment you are launching.

Comments to Respondent

Enter comments or further instructions which will be provided to the respondent.

Tags

Enter relevant tag names to help identify the assessment.

To add a document or contract to an engagement

  1. Go to the Engagement Overview screen for a vendor engagement and select the Documents tab.
  2. Click the Add Document or Add Contract button.
  3. Upload the attachment and enter a brief description of the file.
  4. Click the Save button.
    Note:

    Documents added to engagements can be viewed on the Documents tab of the primary vendor record.

To add links to an engagement

You can add related links to an engagement record in order to host URLs in one central location.

Note:

  • Links can only be deleted at the engagement record. You cannot delete a link on the related vendor record.

  1. Go to the Engagement Overview screen for a vendor engagement and select the Documents tab.
  2. Click the Add Links button.
    The Add Links modal appears.

    Field
    Description
    URL

    Enter the URL to access the link that is related to this engagement.

    Name

    Enter a name that describes the link.

    Description

    Enter a brief description of the link that is related to this engagement.

  3. Complete the required fields.
  4. Click the Save button.

    Click the Save and Add New button to save the link and create a new link without closing the modal.

    Note:

    Links added to engagements can be viewed on the Documents tab of the primary vendor record.

To view and add engagement risks

  1. Go to the Engagement Overview screen for a vendor engagement and select the Risks tab.
  2. The Risks tab provides an overview of risks linked to an engagement including the Aggregated Risk score and Category Score.


  3. From the Risks tab, you can click a risk ID to view the Risk Details screen or click the Context Menu icon to add new risks. For more information on adding risks, see Adding, Editing, and Deleting Risks.

To add a task to an engagement

  1. Go to the Engagement Overview screen for a vendor engagement and select the Tasks tab.
  2. Click the Add Task button.
  3. Complete the fields, for more information, see Add Task Screen Reference.
  4. Click the Save button.
  5. To add another task without closing the modal, click the Save & Add Another button.

Add Task Screen Reference



Field
Description
Task Name

Enter a name for the engagement task.

Assignee

Select a user that will be assigned the task.

Priority

Select the priority level of the task.

Collaborators

Select users that will be collaborators for the task.

Deadline

Enter a deadline for the task to be completed by.

Description

Enter a brief description of the deadline.

To manage data elements on an engagement

  1. Go to the Engagement Overview screen for a vendor engagement and select the Personal Data tab.
  2. Click the Manage Data Elements button.
    The Manage Data Elements modal appears.

  3. Select the the groups in which information is being collected/processed in related to the engagement.
  4. Click the Next button.
  5. Select the personal data elements you would like to collect for each data subject type.


  6. Click the Update button.

To change an engagement workflow

  1. Go to the Engagement Overview screen for a vendor engagement.
  2. Click the Context Menu icon.
  3. Select Change Workflow.
    The Change Workflow modal appears.
  4. Select the new engagement workflow and stage you would like to use.
  5. Click the Submit button.

To delete an engagement

  1. On the Third-Party Risk Management menu, select Engagements.
    The Engagements screen appears.

  2. Hover over the row for the engagement you want to delete until the Context Menu icon appears.
  3. Click the Context Menu and select Delete. A confirmation module appears.
  4. Click the Confirm button.
Note:

An engagement can also be deleted from the Engagement Overview screen or deleted in bulk from the Engagements list screen.

To export the engagements list screen

  1. On the Third-Party Risk Management menu, select Engagements.
    The Engagements screen appears.
  2. Click the Export button.
  3. Select Export All or Export Current View.
  4. Click the Done button.
    The export will be generated in the background. When the report is ready to download, a notification will appear on the Notifications icon.

To configure the engagement list screen

  1. On the Third-Party Risk Management menu, select Engagements.
    The Engagements screen appears.
  2. Click the Column Editor icon.
    The Column Selector modal appears.
  3. Configure the fields as necessary.
  4. Click the Apply button.