Here you must have your standards (lists of requirements / criteria), on the basis of which in the future you will conduct your Gap analyzes (audits).
For each standard, you must specify a name (for example, "Information Support and Services Standard"). It is also desirable to specify Ref / Number (for example, "ICO N179381-SA") and Issue Date (if you assume that you will soon have a new version of the same standard).
Each Standard can have one of three statuses: Active (a full-fledged standard that can be used in your work), Outdated (once the active standard that you decided to mark as "temporarily unnecessary") and "No Items" (standard in which there are no requirements, so it can not yet be used in analysis).
Add Requirements / Criteria to the standard can be either one by one or by importing from an Excel file. You can add the text of the description to the Requirement so that in the future it would be convenient for you or your assistant to understand its essence during the analysis.
For each Requirements / Criteria, you can specify the type: Required or Recommended (the default is Required). You can also change their order in the list by setting up integer positions.
At any time, any standard from your Library can be opened in PDF format or exported to Excel.
We draw your attention to the fact that the standard can be deleted only if it is not yet used in analyzes (the same applies to editing the list of requirements / criteria in it). In our opinion, this is logical, because it helps to preserve the integrity of the data.
If you want to supplement the already used standard with new requirements / criteria or remove unnecessary entries from the list, you can use the function of "cloning the used standard". This will create a copy of the relevant standard, available for editing.
You can export to Excel a list of all the standards of your Library.
Here is the list of employees who are objects for carrying out Gap analyzes. And the competence of different employees can be evaluated on the basis of different standards.
When adding / editing an employee, you can specify: Name (required field), Position in the company, membership as a department or division (managed on a separate page), status in the company, Employee photo and Employee details field.
All this employee data can be seen / changed in a large modal window that opens when you click on the name of one of the employees from your list or "Employee Summary".
Employees can be added to their account one at a time or a group at a time (importing from an Excel file).
In the "Employee Summary" interface, you can assign Gap analyzes (based on active standards from the Library), view already assigned Gap analyzes (GA Plan), and monitor the Gaps (and their assessment status) found during the analysis.
You can create a printed version of the "Employee Summary" (PDF) by clicking on the "Print" button.
A convenient sorting and search filter will help you navigate even with very large lists of employees.
You can export to Excel file a list of all employees.
Gap Analysis Plan
On this page there is a list of all Gap Analyzes, including ones already carried out with a convenient sorting by the names of employees, by standards, by dates, by serial number, by status.
Here it is easy to track Gap Analyzes that have not yet been correctly timed, as well as Analyzes that are not completed on time. You can export a list of all Gap Analyzes in Excel in one click.
On this page, you can create Gap Analyzes for any employee from the Employee List based on any active document from the Library. In this case, you can assign the Analyze executor not yourself, but one of the assistants (managed on the Team page). When creating the analysis, we recommend that you immediately establish an approximate time frame for its implementation.
You can delete only those Analyzes on this page that do not have any Compliance Records (that is, if the Gap Analysis has not yet started). In case if any Compliance Records are associated with the Analysis, but you want to delete the analysis, you first need to go to the "Gap Analysis Record Summary" page for the corresponding analysis (by pressing "GAR No" in the analysis list) and make a Reset.
Gap Analysis Record Summary
GAP ANALYSIS RECORD (GAR) SUMMARY serves as the central control room for each gap analysis work. The interface will help you to plan gap analysis activity in details, add description and introductory information as you would do it on paper gap analysis report and then manage the work through the workflow process using control elements. The system will automatically collect all the statistical information related to your gap analysis work (e.g. number of directive statements in the standard, number of gaps identified, number of actions, deviations, etc.) and present those in a convenient way. Once the work is complete and closed, all the information will be transferred into a summary report document which you will be able to save or print. Please familiarise yourself with the layout to the GAR Summary screen and refer to this help topic for more information.
STATUS of GAR Status of GAR indicates current step within the workflow. You should change status manually when you are ready to progress to the next one. The system will ensure that you complete all elements of each step before progressing to a following status.
This status is set automatically by the system when you create a new gap analysis work (new GAR). At this stage you should: * give a good and meaningful title to the GAR * populate the planning dates - Target Start and Target Finish * write/draft an introduction to your work You can open the GA Processor ga processor buttonto view the standard and estimate the amount of work, see how many indexes are there in the standard and tidy up the template by removing any irrelevant indexes from the document. The statistics section will indicate number of indexes in the standard as shown on the picture below. These numbers are showing quantity of indexes for each major group - gar stats - totals - Required - Recommended.
Once you have completed these steps you can change status to PLANNED which will indicate that the work is ready for execution at a defined Target Start Date.
At this stage you can also change status to CANCELLED if you are not sure if you need this GAR, but for some reasons you still want to keep it for records and may return to it in future and restore it to CREATED. If you have created the GAR by mistake, you can return to the GA Plan module and delete the GAR completely from the plan.
This status, as it was stated above, is an indication that the work is ready to start so when the planned time comes and you are ready to start gap analysis you can change the status to INPRG which means Work is In Progress. Target dates will become locked and you will not be able to change these. You can change the status back to CREATED if you need to change target dates or you found that this GAR should be deleted or cancelled.
Indicates that the gap analysis work is in progress and enables all of the features and controls of the gap analysis work. The percentage figure next to the status field will indicate your progress against the planned number of indexes. gar status inprg The progress % calculates number indexes which you have commented on (in the GA Processor) against total number of indexes in the standard and helps to ensure that you have commented and flagged all indexes before moving to the next step. Once you have come to 100% and conducted Gap Assessment for all gaps you will be able to change status to COMPLETE.
This button will become active on INPRG status. It will direct you to the Compilance Records module and show all the gaps that you have flagged for this standard. You will be able to open each record and conduct gap assessment, raise actions, identify risks and justify deviations (please refer to the Compliance Records help topic for more details). You should also look for any Holds in the gap analysis and eliminate those before you can move to the next status. You can cancel the GAR by changing status to CANCELLED. Please leave a note for your own records in the Admin tab describing why you have cancelled this GAR.
This status indicates that you have completed gap analysis and gap assessment processes and that master report can be generated. However this does not include completion of any actions which you may have raised during gap assessment process. Usually it may take longer time to close all actions related to a particular gap analysis work and this may have an effect on the overall Compliance percentage as completion of the actions can eliminate some or all gaps. The %Compliance indicator shows how well your Location is in compliance with the selected Standard. gar percent complinace This figure is calculated using the formula gar perc comp calc As you can see from this formula the %Compliance figure will be floating during the course of gap analysis process and can go up or down depending on the number of gaps you flagged or unflagged. So at the GAR status COMPLETE the %Compliance represents initial compliance rate. We say Initial because you may have raised actions to eliminate some gaps and this will change the resulting %Compliance at the end of your work on this GAR. After you close all actions and change GAR status to CLOSED this figure will become absolute and will reflect the true compliance. Close all actions and change the status to CLOSED
This status indicates that the gap analysis process including gap identification, gap assessment has been finished. It also indicates that all actions related to this gap analysis work have been closed and wherever a gap is left it is recorded as a justified Deviation % Compliance will now represent the true rate of compliance to the standard.
This status indicates that the work has been cancelled and stays in the system for records or for future use. Before cancelling the GAR please leave a note in the Admin tab. This will help you to have clear a reference about this action in future. When you decide to restore the GAR you can change its status back to CREATED and the workflow will have to be repeated. And dont forget to Click Save button You may want to delete the GAR completely from the system, in this case you should change status to CREATED, Save it, then close the GAR Summary window and go to the GA Plan. In the GA Plan you can find this GAR and use delete (trash bin) button to remove it from the system.
GAR SUMMARY MAIN TABS
There are 8 tabs on the GAR screen, they are: Summary, Introduction, Request for input, Deviations, Actions, Risks and Admin. We'll explain what each of these does in this section. Summary - this tab opens first and provides planning and statistics information related to the GAR. We have covered some of these fields above. There is one move specific field in this tab - Total hours worked. Once you turned GAR to INPRG status (e.g. started gap analysis) this starts system timer which will count the time you spent on doing the work. The time is displayed in decimal hours for example 22.5 which means 22 hours and 30 minutes. You can use it to keep track of your effort for timewriting.
Please note the timer will only count when you are in status INPRG and working in GA Processor and in Compliance Records screens. It does not count when you are on the GAR summary screen or anywhere else within the GA Lab system.
The GA Processor or Compliance Record must be open and active for the timer to count, e.g. if you have the GA Processor open but it is not your active screen the timer will pause. Please take this into account when using the resulting Total Hours Worked figure, as you may need to add preparation, planning and logistics time to get the actual value for the timewriting purposes.
Introduction - this tab provides you with a space where you can write introductory text to your gap analysis work. This is useful when you are planning to present the final report to an auditor or for your organisation records. The text from this field will be copied onto the GAR Master report as is.
Request for input - This tab provides functionality to send e-mail messages to other people and ask them to provide their input into your gap analysis work.
During the course of gap analysis it may happen that you do not have enough information to judge if a particular part is in compliance or not. In this case you should tick the box in the GA Processor called Input required and carry on with your gap analysis.
All the records marked as Input required will be displayed in this tab and you will be able to send messages to other professionals who will provide their response on these topics.
Names of the responders will also be copied onto the master report for your records.
Deviations, Actions and Risks - these are showing summary of all your deviations actions and risks for this GAR for your information.
Admin - this tab is for everything else like Notes, GAR creation date and any other information that is relevant to the GAR. Is not available if you are performing an analysis created by another user (from your Team).
Gap Analysis Processor
It is possible to work with GA Processor only when GAR (Gap Analysis Record, ie the corresponding Analysis) is in the status of "INPRG" (In Progress). Otherwise it is only open for viewing.
This interface allows you to quickly and conveniently Gap Analyze the compliance of a particular employee with all the requirements of the relevant document.
A special window for processing claims is opened by clicking on the title of the requirement or on the icon next to it.
The person who conducts the analysis must assign to each demand a certain flag:
- Compliance (if an employee meets this requirement)
- Gap (if there is no compliance with the requirement)
- Hold (if there is currently no clear answer and time for clarification is needed)
- Not Applicable (if this requirement does not make sense for this employee)
In addition, in any case, you need to write a comment to the flag being set, even for the "Compliance" flag.
If the current comment requires a supplement from another specialist, you need to change the "Input Required". In the future, in another interface, this task can be put to one of the assistants (managed on the Team page).
After installation in relation to any requirement of a specific flag, the corresponding Compliance Record appears in the system. As a result of work with GA Proceccor, Compliance Records should appear for all requirements of this Document.
After the Compliance Record is saved, the "Open Extended Assessment Interface" button appears in the left column, clicking which you can go to the more detailed interface for processing and evaluating this Record (Gap Assessment).
Pressing the "Reset" button deletes the corresponding Record.
This page displays all Compliance Records for all Gap Analyzes. They can be conveniently sorted and searched for.
You can export the whole list in Excel in one click (taking into account the currently installed search parameters).
For each record, you can conduct a detailed Assessment. Working with a list of all Compliance Records of some Gap Analysis allows you to prepare the Analysis for finalization. That is, describe in detail and "close" all found in the Analysis Gaps: evaluate the Risk, the recommended Action and describe Deviation, and then set the Action Status to "Closed".
Gap Analysis Processor Report
The system will automatically collect all the statistical information related to your gap analysis work (e.g. number of requirements in the standard, number of gaps identified, number of actions, deviations, etc.) and present those in a convenient way. Once the work is complete and closed, all the information will be transferred into a summary report document which you will be able to save or print.
At this point you will get real satisfaction from working with our project.
If you want to add another user of the SkillsControl service to your team, you must specify the pair of values in the modal prompt window: the email address of the polisher (to which his account is registered) and his secret code (he can copy it in his profile and give it to you) then the recipient is sent an application stating that it came on your behalf. Further, the recipient can either confirm the addition to the Team, or refuse.
The initiative to add to the team can come from another user. Then you must tell him your secret code (written on the page of your profile).
On the Team page, you can see a list of both full members of the team and those to whom the request was sent, but not yet processed by the other party. In addition, on the Team page, you can see requests from other users as they appear.
When you click on a specific member of the Team, you can see the data about the interaction with it, including the rights that are assigned to each other by each of the participants in this interaction.
Please note that SkillsControl has 3 permission options:
1) the ability to send another user a request for a comment on a specific Input requirement
2) the ability to delve into another user the Gap Analysis
3) the ability to view the results of Gap Analyzes conducted by another user.
Naturally, the rights assigned to one user by another within the Team are not symmetric. For example, one user can assign to another (his Chief) the opportunity to observe his work, but the Chief may not give similar rights in return.
Any user can delete another user of their own Team.
This page implements the function of the ability to monitor the results of other users (their Gap Analysis).
Naturally, it becomes active only if this user has at least one user on the team who has transferred this user the right to monitor his account.
The user hits this page immediately after authorization. Here, the basic operating data of the user's account is displayed in a convenient structured form.