Who is this article for?

Administrators who want guidance on the implications of changing information in Assurance.

Administrator access is required.

As you change data in Assurance, it's important to bear in mind the dependencies that may be affected.

This article outlines the effects of changing certain information on the rest of Assurance.

1. Changing the Risk Matrix Setup

If you change specific details on the front tab of the Risk Matrix Set up once a Risk Register is in Assurance, you will need to re-rate all your risks in your Risk Registers for the change to take effect.

Your reports will reflect incorrect information until the risks are re-rated.

The specific details are:

• Changing the Risk Matrix Type
• Changing a Square on the Risk Matrix
• Adding, Removing or Rearranging the Consequence, Likelihood, Control Rating, Inherent Risk, Residual Risk and Risk Rating

The following changes will not require re-rating of your risks:

• Changing the Titles or Definitions of Consequence, Likelihood, Control Rating, Inherent Risk, Residual Risk, Risk Rating and Target Risk.
• Changing the Colours of an Inherent Risk Rating, Residual Risk Rating or Risk Rating.

2. Changing fields in Forms and Registers Templates

To change a type of field once a Form containing that field has been submitted, you will need to archive the old field (make inactive) and create new one.

Refer to our article on changing a field on a Form in Assurance for implications to consider when changing fields in Assurance

Often, the change you make will result in pre-existing data not being visible on your Forms anymore, and only being accessible through the History tab.

3. Changing the due date on a Task or Checklist

Moving a due date on a repeated Task or Checklist after the date has been triggered, or has been answered, will delete the pre-existing data on the assignment.

Instead, you must raise a new assignment and retire the previous.

Adjusting when a repeated assignment ends cannot be done in retrospect once the assignment has been created. A new assignment should be created and retire the previous.

To learn more, refer to our help article on editing Task/Action assignment due dates in Assurance.

4. Changing the Business Unit hierarchy

Aiming to get as close from the start to what the structure will be is important.

For example, if you answer a task from Business unit A, but in the future the tasks will be answered from a new child business unit, then you need to make a note of the change for reporting purposes.