RoPA Reports
RoPA Reports offer a comprehensive record of an organization's data processing activities, including activity details, data flows, legal basis, data security measures, data retention, risk assessments, and compliance status. These reports provide a consolidated overview of the organization's processing activities.
View RoPA Reports
The Report List View is an important tool shown in RoPA. It includes important details like Report ID, Report Name, Description, the processing activities it is linked to, and key people involved, such as Stewards, Custodians, and Owners. It also mentions specific responsibilities (Governance Roles) and dates indicating when the report was created and modified.
Status indicators track report progress, while timestamps record creation, modification times, and user identification. This method facilitates effective report tracking, ensuring accountability and transparency within the organization.
Add RoPA Reports
To add a report, click on the + Add icon on the main page of Reports, and the Add RoPA Report pop-up window will appear.
To create a RoPA Report, users should specify the report name and period covered (from "From Date" to "To Date") and provide a clear description. Assigning roles such as Steward, Owner, and Custodian helps define responsibilities in the reporting process. This structured approach ensures that reports are clear, detailed, and well-managed, providing a complete understanding of their information.
Access RoPA Reports
On the Reports main page, clicking the Report Name link displays the report summary, offering a comprehensive snapshot of essential information regarding processing activities and associated data objects. It includes the activity description, custom fields, top users' engagement, and update history. This summary provides a concise overview of the report's key details.
Description: It is a concise overview, providing a high-level understanding of the report's purpose, scope, and key findings.
Dates: Dates play a crucial role in RoPA Reports, specifying the timeframe of data processing activities from start to end. This information offers context for stakeholders to analyze data trends, monitor compliance, and evaluate the timeliness of processing activities during the specified period.
Governance Roles: Steward, Owner, and Custodian define the individuals responsible for overseeing and managing the RoPA Reports.
Top Users: These are individuals or teams extensively involved in the processing activities under the RoPA Reports. Organizations gain insights into data utilization patterns by identifying these key users, enabling targeted training, access reviews, and resource allocation, ultimately enhancing data security and efficiency.
Status: Status defines the current state of the RoPA Report, providing clarity on its progress. Ensures transparency, allowing stakeholders to stay updated on the report's lifecycle and take appropriate actions accordingly.
History: It provides a historical perspective detailing significant events, modifications, and approvals related to the RoPA Report. This chronological record maintains an audit trail and enables stakeholders to understand the report's evolution, ensuring accountability, compliance, and informed decision-making.
Processing Activities under RoPA Reports: It provides a detailed list of all processing activities included in the RoPA Report. Each activity includes essential details like activity name, description, involved parties, and associated dates. This detailed information assists stakeholders in thoroughly analyzing specific processing activities, facilitating in-depth analysis, compliance assessments, and targeted interventions where needed.
A snapshot of a RoPA Report Summary is provided below for your reference.
Additional Operation on RoPA Reports
The additional operations that can be performed on the RoPA Reports include the following:
Editing RoPA Reports: Editing RoPA Reports allows organizations to refine, update, or rectify information, ensuring accuracy and relevance. To edit an existing RoPA Report, go to either the Report Details page or the Report Summary page and use the 9-Dots menu.
Draft/Published Status: Once the report is generated, it is in draft status. Authorized users can request to publish the report. The approver adds comments and approves the report. The status of the RoPA Report changes from draft to published.
Once a RoPA Report is published, it can be moved back to Draft for further edits, reviews, or corrections.
RoPA Contributors and Governance Roles can move published reports back to Draft status.
Pending Approval: The status of the report gets changed to pending approval when the approval is pending to publish a Report.
Delete RoPA Report: Deleting outdated or irrelevant RoPA Reports streamlines data repositories, maintaining clarity and relevance. To delete an existing RoPA Report, go to either the Report Details page or the Report Summary page and use the 9-Dots menu.
Update Governance Roles: This option allows authorized individuals to add or update roles like Owner, Steward, Custodian, and any custom governance roles. This approach simplifies the process of identifying whom to contact with questions.
Download RoPA Report: Stakeholders can retain offline records, share reports securely, and facilitate audits, ensuring seamless collaboration and compliance verification. The report gets downloaded in xlsx format.
Configure Search Keywords: Add search keywords to Processing Activities to make them easier to find. These keywords help quickly locate the right data in the application. Each keyword gets a score based on its creation and the votes it receives.
Associate Data to Report: This tab displays all the data objects associated with the Report.
Adding to Watchlist: To enable this feature, add the desired Processing Activity or Report to the Watchlist. Once added, these activities and reports will be shown on their Watchlist for easy access and timely notifications.
Configure notifications from the watchlist
Metadata changes: Report Name Change, Description change
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