Project Finding Observer

The Project Findings Observer functionality allows you to designate a third party "observer" to track the progress of findings via notification emails, searches, reports, and the findings list. This feature enables you to assign and report on users who are in charge of monitoring the completion of the action plan but are responsible for updating, reviewing, or completing the finding. These users are different than the Reviewers because they do not actually have to complete the work to close out the Finding. The Observer will receive notifications informing them of the progress and status of Finding.

Note: The field name nomenclature will depend on the existing terminology being used by your Governance Portal. Clients upgrading from v3.x to v4.2 will have Audit Finding Observer as the field name. Clients upgrading from v4.x to v4.2 will have Project Finding Observer as the field name. All new clients will see Project Finding Observer.

The Project Finding observer has the ability to perform the following functions, depending on the users' given roles and permissions:

• Receive copies of notification emails to the owner/reviewer
• Execute Core Searches to review action plan information
• Receive tasks assigned to them related to the action plan
• Navigate to the Finding directly from email, search results or system navigation
• Ability to update the finding (if configured to do so).

The Project Finding Observer field is not displayed in any form or page, by default. The Administrators can configure the Project Finding Observer field to be displayed via the respective c-forms.

Note: You must configure your Governance Portal application to enable the Project Finding Observer functionality. For more information, see Configure the Governance Portal to use the Project Finding Observer or contact RTS Technical Support.

This field is added to defined finding forms and searches. For more information, see Configure the Governance Portal to use the Project Finding Observer. Some points to remember pertaining to the Project Finding Observer role:

• A user or a user group can be assigned as the Project Finding Observer. You can also choose to keep no user as the Project Finding Observer.
• For confidential projects, only users that are assigned as Team Members for a particular confidential project will be available for selection as Project Finding Observer. The same is applicable for user groups as well.
• Both users or user groups assigned as Project Finding Observers should receive notifications.
• Users or user groups assigned as Project Finding Observer will receive permissions from the Project Finding Notification role.
• The Page Permissions will be updated to provide permissions for the Project Finding Observer role. For more information, see Manage Page Permissions.
• Project Finding Observers will be included on the following notifications:
  • Finding Create/Update/Delete.
  • Finding Due Date
  • Finding Follow-up
  • Finding Close
  • Finding Reminder
  • Ad-Hoc Notifications

    

Note: The Finding Observer feature is not supported for User Groups, if you are dealing with Confidential Projects for User Groups in the Offline Workbench.

For more information on how to manage notifications, see Notification Management.

• The Observer name will be added in the email body automatically in the form of a new line item. The label of the new line item will depend on the name of the Observer field in the c-Form field in the Governance Portal.
• The Observer name line item will not be visible if there is no Observer assigned to the action plan. This will prevent clients who are not using this field from seeing it in their notifications.
• The Observer E-mail ID will be included in the Notified list automatically.
• Only one notification will be sent if a user has been assigned more than one roles. For instance, a user will receive only one notification mail if the user is holding both the Reviewer and Project Finding Observer roles.

  Note: The notification email to Project Finding Observer should make it clear that they are not responsible for resolving or reviewing the action plan; they are simply being notified.

• The Project Finding Observer field can be mass updated. It has been added in the RCM Content Utility under the Tab and Field Description spreadsheet.
• Project Finding Observer can navigate to the finding form by clicking the finding name link in the notification email body.

Note: You must configure your Governance Portal application to enable the Action Plan Observer functionality. For more information, see Configure the Governance Portal to use the Action Plan Observer or contact RTS Technical Support.