PIA Assessment Workflow

3.1. Initiating an assessment from a template

1. Navigate to the PIA dashboard. Click on Assessments icon from the left sidebar menu.

1. Click on the "Start New Assessment" button.

In the New Assessment pop-up:

• Choose a template from a list of available templates.

• Enter the Name of Process

• Email ID of Process Owner

• Nature of Process

• Enter Email ID of DPO

After filling all the details, click on Next.

Filling out the assessment

Process owners invite collaborators to contribute to specific sections and / or questions based on their area of expertise / ownership. There are two ways to add collaborators:

1. Adding collaborators before questionnaire

   • Click on the "Add Collaborators" button.

   • Follow the process mentioned here.

   • Then click on Proceed to Questionnaire.

1. Adding collaborators in questionnaire

Before adding collaborators, complete the questionnaire form. This form consists of two tabs (Details and Risk Assessment), and the content on both pages can be customised by adding, removing, or modifying sections, or even specific questions.

To make edits, select “Actions” at the top right and in the drop-down menu, click “Modify Sections & Questions” to edit the form details.

To edit individual elements click on the Edit ( ✏️ ) icon adjacent to the field name. This feature enables you to add custom questions of various types (text, paragraph, single choice, or multiple choice). Once the custom questions and sections have been created, conditional logic can be applied to hide certain fields based on the answers to other questions. For applicable fields, an additional tab (Conditional Logic) will be visible to add the appropriate rule.

Once the questionnaire has been customised, click the "Save" button to commit your changes. Then locate the "Collaborators" button in the top right corner of the screen and click on it to add one or more collaborators.

In the collaborator management pop-up:

• Edit the "Scope of Questionnaire" by clicking on the Edit ( ✏️ ) icon to change the total number of sections and questions to be edited by the collaborator(s).

• Set the "Due Date" for the collaborator to complete their assigned tasks.

• Enter the email addresses of the collaborator(s) you want to invite in the "Email IDs of Participants" field.

• (Optional) Write a note in the "Email Body", which will be sent to the collaborators.

• Click the "Save Collaborators" button to send the invitation(s) and assign the specified sections or questions to the collaborator(s).