GAP Analysis
This option offers the possibility to perform compliance assessments of different catalogs, each catalog may contain requirements of standards, laws or regulations which are applicable to the organization.
GlobalSUITE provides a list of predefined catalogs in the 'Administration/Compliance Catalogs' as the following figure displays:
To include a catalog in the table you have to select from the dropdown list the specific catalog and click on the 'New' button. If you want to delete a catalog from the list, you must select the row or rows corresponding to the catalog and click on the 'Remove' button. The 'Download' button allows you to download the list of GAP analysis in editable format (.xlsx) or in .PDF format.
In the same way, it is permitted to make copies from a GAP analysis that has been performed. To do this, select the catalog you want to copy and click on the "Copy" button. This button allows you to perform a copy in the "Gap Analysis" option and in the "Compliance" option which is located in the Analysis menu.
To access a catalog and perform the GAP analysis, you have to click on the name. By accessing there are two options detailed in the following sections:
Analysis of Requirements
When you access GlobalSUITE loads by default the "Requirements" option which contains the requirements structure of the catalog of requirements. The options available on the catalog are:
Associate – Associate Documentation: It allows you to associate one or more documents of the Document Management System to the requirements of the compliance catalog. To do this, you have to select the specific row and click on the 'Attach documentation' button that opens the following screen:
The screen displays the tree of documents stored in the Document Management System (Sections / Document Management System). To associate documentation you must mark the checkbox/s of all documents required and click on the 'Save Changes' button. If the user want to refer to one or more documents which are not stored in the Document Management System, the platform can identify the documents in the box on the right side, so they are identified in the specific control. If you want to remove an association, the user must access to the document tree, unmark the specific checkbox and click on the 'Save Changes' button.
Associate - Associate Control: It allows you to associate one or more controls, which are registered in the "controls management" option, to the requirements of the compliance catalog. To do this, select the specific row and click on the 'Associate Control' button. Then, GlobalSUITE opens the following screen:
The screen displays the list of controls defined in the section 'Analysis/Controls Management'. To associate one or more controls you must select the checkbox of the speficic control and click on the 'Associate Controls' button. If you want to remove an association, the user must access to the list of controls, unmark the specific checkbox and click on the 'Associate Controls' button.
'Associate - Associate Non Conformity: It allows you to associate one or more non-conformities with the requirements of the compliance catalog
Expand: It shows the complete structure of the compliance catalog.
Collapse: It collapses the structure of the compliance catalog leaving visible only the Level 1 requirements.
Back: It returns to the previous screen, where you will find a list of all compliance catalogs.
Completing Date: Indicates the date of completion of the assessment catalog.
Download: The tool offers the possibility to download the catalog in an editable format (.docx).
Show charts: It shows different graphs representing the status of implementation of the requirements of compliance catalog.
In addition to the above options, you can edit the various columns of the table containing the compliance catalog. The function of each of the columns is the following:
Apply: It allows you to identify whether the requirement or control applies or does not apply within the organization. To set the value, you must click twice on the cell and select the spefici option from the dropdown menu. GlobalSUITE lets you set as "Applicable" or "Not Applicable" to a set of requirements and controls, so that all requirements/controls found in lower levels are set with the same value.
Justification or Control: It allows indicating a justification of applicability or otherwise of control. To do this, double click on the cell, and GlobalSUITE display a text box on which you may write.
Current Status: It allows you indicate the status of implementation of the requirement or control within the organization. By clicking on the cell GlobalSUITE will display the available options to define the status according to the statuses configured for compliance catalog. The platform provides a number of default statuses for catalogs, but these statuses are configurable in the "Compliance Catalogs" of the ‘Administration’ menu and the catalog itself on the top "Status" option (see next section).
Date: It allows you to set a date for the requirement or control. This date can be used, for example, to identify the date of the assessment of the requirement or the date of the implementation (as desired).
Documentation: It displays the documents associated with the requirement or control, it’s possible to download the documents by clicking directly on the link. To attach documents to a requirement, you have to select the requirement and click on the "Attach documentation" available on the top button.
Remarks: It allows you to include comments and relevant information to justify the status of the control.
Grouped Controls: It shows the controls of the "controls management ", which are associated with the requirement, and you can access to the details of the control by clicking directly on the link. To associate controls with a requirement you have to select the requirement and click on the button "Associate Control" available on top side of the screen.
Note: This column is hidden by default. To view the column, you must click on the right mouse button on the top of the table, and GlobalSUITE allows you to add the column.
Non Conformities: It displays nonconformities associated with the requirement, being able to access to the details of the non-conformity by clicking directly on the link. To associate nonconformities with a requirement you have to select the requirement and click on the "Associate Non-Conformity" button which is available on the top side.
Note: This column is hidden by default. To view the column, you must click on the right mouse button on the top of the table, and GlobalSUITE allows you to add the column.
Configuration of the Controls
This option allows you to set the status that will be used to analyze the compliance catalog. By default, the statuses that appear correspond to the statuses configured for compliance catalog in the "Compliance Catalog" of the “Administration” menu. The statuses that come by default can be configured in a particular way for this GAP Analysis. This option allows you to modify the statuses only for this GAP Analysis, so that if the compliance catalog is again used in the "GAP Analysis" option or the "Compliance" option, it will take by default the statuses defined in the template of the catalog. To modify the statuses you must use the "Add" and "Remove" buttons. You can edit the name of each state in both Spanish and English, so that users can view the status in the language you have set in your profile. Finally, each status has a percentage of completion. This percentage is used to calculate the graphs of compliance catalog, considering the percentage of each one of the requirements of the catalog.