Sign off is Process of freezing the data for particular timeframe. Once the signoff is done data cannot be changed. All
the pending tasks including pending issues and plans will be cloned and the previous tasks for the user will be logically deleted.
1.Close assessments without issue - When there is no issue for an assessment, the assessment will be closed directly.
2.Clone the open issues - Only open issue will (with corresponding assessment , testing , remediation plan if exists) be cloned. Closed issue is
kept as it was.
3.Workflow replacement - The old issue (and the corresponding remediation plan if exists) will be removed or from work inbox(logically deleted) , and general new work item for the new cloned case.
For example, at the moment of sign off, Assessment didn’t finish and it had one issue and Remediation Plan to be working.
This task was blocked during the signoff. When this activity was finished, the remediation plan owner is apt to update the remediation plan
progress and conclude the task. So the system automatically creates the carry forward case for the pending cases.
The flow diagram above explains that all the pending tasks including pending issues and plans will be cloned and the previous tasks for the user will be logically deleted.
Functionality:
Signoff will be performed for whole system which means all the organization in standard hierarchy.
Workflow:
1 Sign off is bottom up process.
2 Sign off for Organization is only triggered if Subject to signoff is Yes for that particular regulation
3 Workflow will be sent lowest level of organization.
4 Once the lowest level is completed the workflow is triggered to parent and finally reaches the corporate. Even if multiple corporate is present it follows the same process.
5 Process will end once it finds the corporate node.
6 For corporate the workflow will be sent the CEO/CFO of the company
7 For Organization unit normally be triggered to Organization owner.
IMG:
Below two screenshot explains how the workflow is triggered:
Duer Org 2 is child of Duer Corp.
After Planning Sign off from Planner:
- Take the task plan id from GRFNTASKPLAN using timeframe and year.
2 Enter the task plan id noted above and query GRPCSIGNOFFPLAN.All the organization to be signed off will present once the plan is
completed.
3 Once the signoff is done from inbox, data is stored in GRPCSIGNOFF,GRPCCLOSING, andGRPCCLOSINGBG.
4 ENTRY in GRPCCLOSING is responsible for setting locking of data in frontend.
After signoff all the data Organization and local sub process, local control and respective Central sub process, central Control, Risk Template, Control
Objective, Account Group are locked for the timeframe and cannot be changed.
4.1 Sign off is regulation specific.
4.2 If organization is signed off and if one of Control assigned to Organization belongs to different regulation then the local control should be
editable.
5 Org id will be stored in GRPCCLOSINGBG for carry forward job, once the job is completed the entry is removed from the table GRPCCLOSINGBG.
6 For the Corporate Org if more than on user (CEO/CFO) is assigned then both the user should signoff the Corporate.
7 In carry forward a new case id will be created and relationship is maintained in GRPCCASERELA table.
Carry forward is to move the open issues and remediation plan of an assessment or testing to future timeframe. This is taken care by Background job.
In this Customizing activity, you set up the background job that is executed once sign-off has been completed, to perform the carry forward of open
issues. This allows the open issues to be processed after the sign-off data freeze for the applicable timeframe.
Once the background job is scheduled, it is executed every time the sign-off is completed. The issues that are carried
forward include the assessment, testing and remediation plans.
JOB NAME: GRPC_SAP_JOB_AFTER_SIGNOFF
8 Attachments will also be carry forwarded.
In this Customizing activity, you set up the background job to carry forward cases' documents. This is executed after the carry forward of issues has
been completed. This applies to assessment, testing, issue and remediation plan cases.
This process allows the document attachments from the cases to be available when the cases are carried forward. Once the background job is scheduled, it is executed every time the background job to carry forward open issues has completed.
JOB NAME:
GRPC_DOCUMENTS_CLONING_JOB
8.1 In the signed off timeframe below screenshot;
8.2. In the non- signed OFF timeframe the attachments is
9 The CF status of an assessment or testing will be Initially : No carry forward
Once Sign off is Done -
Old case id CF status is Carry Forward.
New Case id CF status Carry forward without target timeframe. ( because timeframe can be anything next month or year).
10 After the signoff is planned if we change the Radio button in Organization to “ Not Subject to sign off”
Then when we open the work item of signoff task a new button called Close without signoff will appear
Report:
Signoff is done for the Organization in August 2012 .Organization has an open issue and remediation plan.
If we run the report for example remediation plan in August the carry forward status will be as below:
If we run the same report in September the status will be as below:
Points to be note:
1 Sign off cannot be planned for single Organization and it will be planned for all organizations
2 Organization should not be created in the same timeframe once the sign is planned for the signoff (If created will give an error while signing off
from the inbox)
3 Signoff task should not be forwarded manually using standard workflow functionality Transaction codes.
4 Even if the user is authorized to single Org- unit if the user plans sign off the signoff will be planned for all organization(s).