Has a staff member moved into a new role? Or has a new staff member assumed someone's previous role?
The system facilitates changes and movement of staff members in an organisation.
⚠️ Security permissions required to perform action: full system Administrator
Depending on the circumstances, different approaches are recommended to update the System to reflect the given changes. All approaches will require editing Position users in the Security Centre of the Maintenance area.
See examples below.
Example: Jim, the Senior Risk & Compliance Manager has left ABC Company and Cathy has been hired to replace Jim in his former role. How can Ansarada GRC be updated to reflect this change?
Solution: Simply update Jim's former Ansarada GRC Position user account in the Security Centre with Cathy's details e.g. email. The Position Title can remain the same if the title of the role has not changed. Make sure to tick 'Send Invitation' to allow Cathy to receive an email inviting and directing her to log into Ansarada GRC. By doing this, Cathy will assume the Position title and all attached Tasks and responsibilities of that Position (as previously held by Jim).
Example: Cathy, the Senior Risk & Compliance Manager moves into a newly formed role (that previously did not exist) at ABC Company with a different set of responsibilities to her previous Senior Risk & Compliance Manager role. How can Ansarada GRC be updated to reflect this change?
Solution: Remove Cathy's details from her former Position user account. You can use xxxx@[organisation's email].com as a placeholder. If her former role has been replaced or will be replaced in the future with someone new, update the Position account with the replacement's details accordingly. Create a new Position user account for Cathy's new role. Make sure to tick 'Send Invitation' to allow Cathy to receive an email inviting and directing her to log into Ansarada GRC with her new Position account.
Example: ABC Company undergoes an organisational restructure and certain roles have now become redundant. Kim, a Marketing Executive, has been laid off. How can Ansarada GRC be updated to reflect this change?
Solution: Kim's Ansarada GRC Position user account will need to be obsoleted ie. deleted as the restructured organisation is not looking to replace her position. In order to do so:
Kim's My Summary Page will need to be checked. Any Current/Overdue Tasks on her My Summary Page will need to be transferred to another Position to complete on her behalf.
Kim's future scheduled Task assignments and any record/register responsibilities ie. Responsible Officer, Owner, Managed By roles will need to be permanently transferred to another Position to facilitate continue GRC operations in the system. This can be checked and transferred via the Position usage function in the Security Centre.
Once the above steps have been checked and actioned, the bin icon should appear alongside Kim's former Position account in the Security Centre. Click on the bin to delete. Once deleted, her former Position will move to the list of Obsolete Positions and will no longer appear as an active Position user anywhere in the system.