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Creating an entity
Who is this article for?
Administrators and audit managers who need to set up the organisational structure.
Universe management permissions required
An entity is effectively anything that can be audited, such as corporate levels, branches, and projects, and each entity may be mapped to one or more processes to define the scope of audits.
1. Understanding entities and processes
Each entity may be mapped to one or more processes; the mapped processes act as the highest level of the entity risk register and the scope of audits are defined with reference to the entity/process combinations.
2. Creating an entity
- Navigate to Universe
- Org Structure
- Left click in the entity window.
- Select Add from the general toolbar in the ribbon (you may also right click your mouse and select Add from the drop-down menu).
3. Completing entity information
The entity information may then be completed and saved within the properties panel:
| Org unit | Assign the entity to an org unit |
| Ref | Give the entity a reference |
| Title | Give the entity a title (which will appear in the entity window) |
| Type | A segmentation list to standardise values; Planning Risks may be associated to the Entity Type and Process Type |
| Description | Give the entity a description for any additional information |
| Category | segmentation list to standardise values |
| Business Owner | A Contact or Staff (the Entity Business Owner is the person in the business, and therefore usually from the Contacts list, who is responsible for that entity; it is perfectly acceptable to leave this blank and hide the field if you do not use it; in the optional web module, the My Entities widget shows those entities where the user is the Business Owner of the Entity) |
| Owner | Assign a person who acts as the owner for the entity (the Entity Owner is always from the staff list, and is the member of staff responsible for this entity; it is perfectly acceptable to leave this blank and hide the field if you do not use it; the owner field also determines the Read permission for Entities when the permission in your role is set to Assigned; the My Entities widget on the Home screen lists those entities for which you are the Owner) |
| Active | Select whether the entity is active or not; only active entities can participate in the scope of planned audits |
| Retired | Allows Entity/Processes to remain Active but prevent new items (such as Actions) from being linked to them |
| Exclude | Ability to define dummy Entities/Processes that are excluded from Planning Periods, Audit Coverage and when setting Audit/Key Issue/Incident/Problem scope (these are still shown for mapping Entity/Processes, Client Universe, Action/Incident Tracker, Risk Exposure and Control Coverage screens) |
| Processes | You can assign processes to the entity (see Entity and Ideagen EHS (Priya)ping) |
| Weight | Weight associated to the item during roll-ups |
| Budget Effort | (read only) an automatic calculated sum of all the budget effort from your client universe for the entity |
| Configuration | Options will include the Group Matrix Configuration or any of its local matrix configurations |
Important: Any change in the Matrix Configuration will clear all current assessments from the Entity and relevant Open Audits. The clearing of current assessments cannot be reversed once made.
Note: The Set Scope (which is used for Audits, Incidents, Key Issues and Problems) will hide items which are Retired.