Create metric types and generate assessable records

Each metric type sets a table and filter conditions that define a set of records to evaluate.

Before you begin

Role required: assessment_admin or admin

About this task

For example, the Vendor Performance application provides the Vendor metric type, which defines an assessable record for each source record in the Company [core_company] table that has the Vendor field selected. Create a metric type for each set of records you want to evaluate, such as vendors, users within an organization, or projects.

In addition to defining assessable records, metric types also determine how to filter decision matrix data and set the schedule type, which determines whether assessments are on-demand or scheduled.

Procedure

  1. Navigate to Assessments > Metric Definition > Types.
  2. Click New.
  3. Fill in the fields, as appropriate (see table).
  4. When you are satisfied with the type settings, click Generate Assessable Records to save the record and create assessable records. The page redirects to the list of assessable records created.
    You must click Generate Assessable Records to create the initial set of assessable records based on the table and conditions specified on the type record. After that, the system creates an assessable record each time a new matching record is created. Generate Assessable Records is located under Related Links.
    Note: Clicking Generate Assessable Records can trigger the deletion of existing assessable records under certain circumstances. For more information, see Enforce a condition to delete an assessable record.
    Table 1. Metric types
    Field Description
    Name [Required] Name of the type. It may be practical to give the type a name that indicates which records it defines.
    Assessment duration Amount of time assessors have to complete their assigned questionnaires, starting from the time the assessment is generated. The assessment duration sets the Due date that appears on assessment instances. Changes made to the duration of an attestation in the GRC Control Test Definition form are updated dynamically in this field. The default duration is 14 days.
    Live feed Check box that determines whether to enable (selected) or disable (cleared) the Live Feed view in scorecards for all assessable records created from this type.
    Notify manager if overdue Check box that determines whether to send (selected) email notifications a user's manager when that user fails to submit an assigned questionnaire on time.
    Assessment manager Manager for this assessment metric type. These users are responsible only for managing the assessment process and not the results. The system notifies the assessment manager when an assessment for this metric type is past due.
    Scoring type Scoring method to use for questions with a data type of attestation. The possible selections are:
    • Percent: Attestation score as a weighted percentage of correct answers for scored questions. When you select this scoring type, categories can be scored as Percent or All or nothing.
    • All or nothing: Requires all answers for attestation type questions to be correct, or the score is zero for the entire attestation. When you select this scoring type, all categories are scored automatically as All or nothing.
    Scale factor [Required] Number to represent the best possible score for assessment results. All results for assessments of this type are scaled to this number. 10 is generally a good scale factor.
    Note: This field becomes read-only when it contains a value and you save the metric type. Choose a scale factor you are satisfied with before you save the metric type.
    Roles Additional user roles that can view the results and access records associated with this type. Users with the specified roles have read access to this type record as well as to associated categories, metrics, assessable records and scorecards, category users, stakeholders, and decision matrices.
    Note: Users with these roles do not have access to Assessments modules unless they are also assessment administrators. Users with these roles can navigate to the records by other means, such as from reference fields on assessment instances. This field provides the option to easily grant certain users access to specific assessment data in special cases. For example, the Vendor metric type provides access to users with the vendor_manager role so they can view results and compare assessable records when they open scorecards or decision matrices in the Vendor Performance application. .
    Signature [Optional] Acknowledgement by a survey recipient of requirements, admonitions, or expectations related to an assessment. For more information, see Create an assessment signature.
    Return URL Destination address of a web page that is presented to users after they submit an assessment for this metric type. When a return URL is configured, the end note content does not appear.
    State [Read-Only] Status of the assessment: Draft or Published.
    Business rule [Admin only] Business rule the system creates to monitor the specified table. When a new record is added to the table that meets the metric type conditions, the business rule generates a corresponding assessable record.

    If someone changes the metric type's table or conditions, the system updates the business rule to reflect the changes. Existing assessable records associated with the metric type are not affected.

    Schedule type Setting that determines which assessment process to use. Select On demand or Scheduled.
    Scheduled job [Admin only] Scheduled job the system creates to generate assessments for this metric type. This field is populated the first time you save the record. The scheduled job name follows the format <type name> Assessment Creation. Administrators can configure a recurring assessment generation schedule for the metric type.
    This field is visible only when the schedule type is Scheduled.
    Note: If you change the schedule type from Scheduled to On demand, the system deletes the scheduled job. If you change the schedule type back to Scheduled, the system creates a new scheduled job. The previous assessment generation schedule is not saved, but can be reconfigured if desired.
    Evaluation method [Admin only] Indicates the evaluation method for this metric type. The system sets this field based on how the metric type is created. The possible evaluation methods are:
    Scale factor [Required] Number to represent the best possible score for assessment results. All results for assessments of this type are scaled to this number. 10 is generally a good scale factor.
    Note: This field becomes read-only when it contains a value and you save the metric type. Choose a scale factor that you are satisfied with before you save the metric type.
    Allow retake Check box that allows users to modify their answers to a completed assessment, quiz, survey, or attestation. After the due date, the system removes the assessment from the user's My Assessments and Surveys page.
    Active Check box that determines whether the metric type is active. When the metric type is inactive (cleared), assessment generation is disabled and users cannot take existing assessments.
    Description Helpful information about this type. Enter a clear description of the type and its purpose.
    Introduction Introductory content to display on assessment questionnaires. Consider adding a company logo, a welcome message, background information about the survey, or instructions. You may need to configure the form to see this field.
    End note Content to display on the screen that appears when someone submits an assessment questionnaire. Consider adding a thank you message, followup instructions, or other applicable information. You may need to configure the form to see this field. End notes are not displayed if a Return URL is specified.
    Send notifications Select the check box to send notifications for this assessment, survey, or attestation. You may need to configure the form to see this field.
    Condition section
    Table [Required] Table that contains the records you want to evaluate. The system creates assessable records for records on this table that meet the conditions you specify, if any. The number of matching records appears as a link by the Condition field. The link dynamically updates if you change the table selection. Click the link to open the list of matching records in a new tab or window.
    Note: Additional roles are required to view the records on certain tables. If you select a table that you do not have access to, a warning message appears by the Condition field where the number of matching records would be. You cannot generate assessable records for tables you do not have sufficient roles for.
    Enforce condition Check box that determines what happens to assessable records when you change the selected table or conditions.
    Condition Condition builder that defines specific records to assess from the selected table. If you do not specify any conditions, the system creates assessable records for all records on the selected table. Click the refresh icon to update the adjacent record count.
    Metric type condition match
    Note: If you change the table or conditions, you must click Generate Assessable Records to create new assessable records.
    Decision Matrix section
    Filter field [Required] Field on the selected table that can be used to filter results on decision matrices and scorecards. For example, if the selected table is Company[core_company] and you choose Vendor type as the filter field:
    • When you view decision matrices for this type, the decision matrix menu to filter plotted items lists vendor types: Applications, Hardware, Services, and Software.
      Filter field
    • On scorecards for this type, the Averages view displays ratings by vendor type.
      Vendor scorecard filter field
    Filter condition Condition builder that defines which records from the table are available as choices on the filter menu. For example, if the filter field is Vendor type and you create the filter condition [Name] [does not contain] [Hardware], only records with vendor types of Applications, Services, and Software are possible choices as decision matrix filters.
    Default matrix filter Record to use as the default filter choice on decision matrices and scorecards. The selected Filter field and Filter condition control the available record choices. To see the records, if any, click the refresh icon next to the field. Consider the case that the filter field is Vendor type and you select Applications as the default matrix filter. The filter choice on decision matrices for this type is set to Applications by default.

    If you change the value of the Table or Filter condition field, you must click the refresh icon to view the updated Default matrix filter choices. If you do not, the system selects the first available choice from the updated field choices when you save the record.

    Related Lists
    Metric Categories All metric categories associated with the type.
    Assessable Records All assessable records associated with the type. This related list is hidden in the Attestation view of this form.
    Note: The Generate Assessments button is visible to administrators in certain cases for scheduled assessments. Do not click the button until after completing the prerequisite tasks.