Risk controls

You can create controls for a risk, or you can assign controls already created to a risk to be performed at regular intervals to prevent or minimize the risk.

Types:

In Aeneis there are two types of controls by default:

  • HQ control: Headquarters controls are specified by the headquarters. HQ controls apply to each Legal Entity of the company.

  • LE Control: Legal Entity Controls are defined by the legal entity and apply only within that legal entity. LE controls are derived from an HQ control.

Create HQ control

  1. Select or open the risk for which you want to create a control

  2. Open the context menu and create an HQ control:

  3. Configure the HQ control:

    Property Description
    Control information
    Name Enter the name of the control.
    Control description Enter a description of the control.
    Control responsibility Select the person(s) responsible for the control
    Control frequency Select here the frequency at which the control is to be performed.
    Control details
    Control effect Select the control effect.
    Scope of control Select whether every item should be checked in the control or only randomly every nth item.
    Control type Select one or more control types for the control.
    Control target Select what is to be achieved with the control.
    Proof of control Enter how the proof of control is to be provided.
    Automation
    Degree of automation Select here whether the control is automatic, semi-automatic or manual.
    Regular control tasks

    If tasks are to be created automatically on a regular basis to perform the control, fill in the properties below. The task is then automatically generated at the set frequency and assigned to the responsible(s).

    Note: Intervals are also stored by default in the Control frequency master data folder for irregular controls (e.g. If required, at project completion, at occurrence). If you only carry out irregular controls, do not automate the tasks.
    Control tasks required Enable this option if control tasks are required to perform the control.
    Control tasks-responsibility Select a person here who is to perform the control and is responsible for it.
    Start date control tasks Select here the start date when the control task should be performed for the first time.
    Processing period control tasks Select here whether the control task should be processed immediately, within 15 or 30 days.
    Monitoring frequency Select here the frequency at which the control task is to be performed.
    Regular monitoring tasks

    If the controls are to be monitored regularly and automated monitoring tasks are to be created, fill in the properties below. The task is then automatically generated at the set frequency and assigned to the responsible(s).

    Note: Intervals are also stored by default in the Control frequency master data folder for irregular controls (e.g. If required, at project completion, at occurrence). If you only carry out irregular controls, do not automate the tasks.
    Monitoring tasks required Enable this option if monitoring tasks are required to perform the control.
    Control owner Select a person here to perform the monitoring task.
    Start date monitoring tasks Select the start date, when or from when the monitoring task should be performed for the first time.
    Processing period monitoring tasks Select whether the monitoring task should be processed immediately, within 15 or 30 days.
    Monitoring frequency Select here the frequency at which the monitoring task is to be performed.
    Regular review tasks

    If the control is to be reviewed regularly and review tasks are to be created automatically, fill in the properties below. The review task is then automatically generated at the set frequency and assigned to the control reviewer(s).

    Note: Intervals are also stored by default in the Control frequency master data folder for irregular controls (e.g. If required, at project completion, at occurrence). If you only carry out irregular controls, do not automate the tasks.
    Review tasks required Enable this option if review tasks are required to perform the control.
    Control reviewer Select a person to perform the review task.
    Start date review tasks Select the start date, when or from when the review task should be performed for the first time.
    Processing period review tasks Select here whether the review task should be processed immediately, within 15 or 30 days.
    Review frequency Select the frequency at which the review task is to be performed.

  4. Click Create HQ Control

Result:

The HQ control is created. If you have configured tasks, the first task for the HQ control will be created automatically when the control start date is reached. The task is then automatically generated again and again at the set frequency and assigned to the appropriate person. Those responsible are informed via their notifications in the Portal and by email.

Next steps:

Once you have created and configured the HQ control, you can derive an LE control. The LE control is based on the HQ control and specifies the control for the legal entity for which the LE control is generated.

Create LE control

  1. Select or open an HQ control from which you want to derive an LE control

  2. Open the context menu and derive a new LE control:

  3. Configure the LE control:

    Property Description
    LE Control information
    Legal Entity Here the Legal Entity is referenced in which the LE control is created. You can reference additional legal entities or remove the referenced ones.
    Derived from Here the HQ control is referenced, from which the LE control is derived. This cannot be edited.
    Controlled risk The risk for which the HQ and LE controls are created is referenced here. You can reference additional risks.
    Control information
    Name Enter the name of the control.
    Control description Enter a description of the control.
    Responsibility Select the person(s) responsible for the control
    Control frequency Select here the frequency at which the control is to be performed.
    Control details
    Control effect Select the control effect.
    Scope of control Select whether every item should be checked in the control or only randomly every nth item.
    Control type Select one or more control types for the control.
    Control target Select what is to be achieved with the control.
    Proof of control Enter how the proof of control is to be provided.
    Automation
    Degree of automation Select here whether the control is automatic, semi-automatic or manual.
    Regular control tasks If tasks are to be created automatically on a regular basis to perform the control, fill in the properties below. The properties have been taken from the HQ control and can be configured as described above.
    Regular monitoring tasks If the control is to be monitored regularly and automated monitoring tasks are to be created, fill in the properties below. The properties have been taken from the HQ control and can be configured as described above.
    Regular review tasks If the control is to be reviewed regularly and review tasks are to be created automatically, fill in the properties below. The properties have been taken from the HQ control and can be configured as described above.

  4. Click Create LE Control

Result:

The control is created. If you have configured tasks, the first task for the control will be created automatically when the control start date is reached. The task is then automatically generated again and again at the set frequency and assigned to the appropriate person. Those responsible are informed via their notifications in the Portal and by email.

Define value selections for controls

Under Master data controls, you will find all the attributes of a control for which value selections can be predefined. You can use the properties to customize the respective attribute values.

Control frequencies for automated tasks

When you automate control, monitoring or review tasks and the start date is reached, the first task is created automatically. The task is then generated repeatedly according to the set frequency and assigned to the person responsible. All available frequencies and their properties are maintained in the master data folder Control frequency.

Note: Intervals are also stored by default in the Control frequency master data folder for irregular controls (e.g. If required, at project completion, at occurrence). If you only carry out irregular controls, do not automate the tasks.