How to configure and manage item surveys in GlobalSuite®

Phases for conducting Item Surveys

This guide will explain phases 1 and 2 of the survey creation process.

Survey Models

GlobalSuite® allows identifying and classifying the item inventory, performing the risk analysis, and evaluating the organization's controls through surveys sent to various responsible parties within the organization. To do this, the survey model to be sent must first be created. Multiple models can be created and configured to adapt them to the organization's needs.

For this purpose, each survey template can be configured by indicating its type. There are three types of surveys that can be considered when creating a template:

• Item Survey: Allows the identification, categorization, and classification of items.

• Risk Survey: Allows the identification of risks for each item (including services and processes) as well as their evaluation according to the organization's methodology.

• Control Survey: Allows the identification of controls implemented in the organization as well as their maturity evaluation according to the corresponding methodology.

This guide will explain the functionality of the “Item Survey” type.

To configure a survey model, you must be an Administrator user (Platform Administrator, Enterprise Administrator, or Configuration Administrator), as it is located in the Settings> Survey Models section.

In this option, you must choose the type of survey model you want to create using the “ New Survey” button (in this case, the type “ Items, Risks, and Controls”). Additionally, in this option, you can delete models (button “ Delete”) and download a list of the configured models (button “ Download”).

The last column will show the templates that are enabled. Surveys can only be created from enabled templates.

Within the survey model, you can configure aspects such as the name, department, or creation date, as well as indicate whether the model should be enabled for use and whether you want to “ Consolidate in the last state,” meaning that from the last state of the flow, the survey data can be directly consolidated into the final analysis.

It is also possible to use states in the survey. Using these states allows different people to fill in or validate information entered in previous states. You can move from one state to another automatically by marking the indicator (automatic check) and also move back to a previous state in the same way, by marking the corresponding indicator (rollback check).

In the “ Survey Type” section, you must choose the type of model you want to create. In this case, the “Item Survey” type will be selected.

Next, a section is displayed that allows its configuration.

The dimensions configured in the item inventory are displayed, indicating the type of dimension and whether it is manual or automatic.

If a dimension is selected, you can change the order in which it will appear. Using the “Move Up” and “Move Down” buttons, you can position it in the desired place.

With the “Update Dimensions” button, as indicated by the yellow message, the list of dimensions in the item methodology is updated in case new dimensions have been added after the model's creation. When you press this button, the following message is displayed:

The settings for the previously existing dimensions are preserved; only the new dimensions created in the item methodology appear to be included in the survey.

The user can configure the following options for each dimension:

• Visible: Allows defining whether the dimension will be included in the survey or not by clicking on the cell.

• Editable: Indicates whether the dimension can be modified in the survey or will only be visible in consultation mode.

• Mandatory: Indicates the requirement to fill in a dimension when moving from one state to another, in case surveys with states are used.

• Question: In the case of “Form” type surveys (explained later), it allows displaying an explanatory question instead of just the dimension name.

When marking a qualitative type dimension, the levels configured in Settings > Item Methodology . are displayed for informational purposes in the lower table (“Item Levels”).

In the “ Attachments” section, you can attach the necessary files to the survey so that the recipient can consult them.

The available options are:

• Select file: Allows searching and selecting a file from your file explorer.

• Attach: Allows uploading the selected file.

• Delete: Allows deleting a selected file in the “Associated Documentation” table.

• Download: Allows downloading the selected file in the “Associated Documentation” table.

• View: Allows viewing the selected file in the “Associated Documentation” table directly in the browser. Only files with the extensions .pdf, .jpeg, .jpg, .bmp, or .png can be viewed.

Survey Configuration

Once the survey model is configured, it can be used to configure as many surveys as required. To do this, go to the option located in Management> Surveys

To create a survey configuration, you must filter by the survey type and then choose the desired template.

By pressing the “ New” button, a survey of the chosen type and model will be created. If you want to delete a survey configuration, you must press the “ Delete” button. Keep in mind that if a Configuration is deleted, all surveys created from this Configuration will also be deleted.

It is also possible to download the list of survey configurations in both Excel and PDF formats.

When accessing the survey configuration, a set of sections appears that allow its configuration.

In the first section, “General Configuration Data,” you can identify the configuration name, view the survey type and model, change the date, and also activate or deactivate the “ Enabled” check, which indicates whether the Configuration can be used to generate new surveys.

If states (workflow) have been included in the modeling, then the configuration also includes the “ States” section to assign a responsible party to each state:

In the “Risk Configuration” section, information related to the Items appears. Items to be evaluated in the survey can be added using the “ Add Items” button, and they can also be deleted with the “ Delete Items” button.

By pressing the “ Add Items” button, a pop-up window opens with all the items that are part of the item inventory. Filters can be used, either by the item's name or by category, as shown in the following image:

To select the items to include, you must check the box next to each item on the left side, and once selected, press the “Select Items” button.

With the “Dependency View” button, the items are displayed in the item tree to see the relationships between them.

Once the configuration data is completed, press “Save,” and it will be ready for use.

From the “ Attachments” section, you can add specific documents to the configuration itself. Additionally, you can view and/or manage inherited documents from the survey model.