What is an activity?

An activity is a defined action where information is processed, stored or transferred as a part of your business operation. An example of an activity in HR could be ‘Job interview’. The activity is linked to a process e.g. the activity ‘Job interview’ could be linked to the process ‘Recruitment’.

Fill out or approve the master data for the activity

Start creating activities under Processes & activities

Title

The title of the activity is the formal name known to the organization (e.g. Job interview).

The name is the primary way for users to find and lookup the activity so the name should be meaningful to the organization.

It is recommended, that the activity is mapped at the highest possible level so that you have less activities to maintain. However, keep in mind not to map at a level that is so high that the organization will have difficulties recognizing the activity.

Tags

Add tags that allow users to find the activity by using filters. Tags for an activity with the name ‘Job interview’ could for example be ‘Recruitment’ or ‘HR’.

Responsibles

Add a user who should be the primary accountable user of the activity. There can only be one accountable user. The accountable user is recognized by a yellow star.

In addition to the accountable user, there can also be multiple responsible users.

Both the accountable user and the responsible users have full edit rights over the activity. Both user types may receive tasks to update the activity through the project management module.

Countries

Select the country where the activity primarily takes place. You may select all the countries that apply.

Description
Department
Policies & Procedures

Identify data categories and third parties under the sheet, Data flow

Description of Dataflow
Data mapping for systems
Data mapping for third party sources
Data mapping for third party receivers

Fill out relevant information related to privacy, under the Sheet, Privacy

Processing role
Data subject categories
Retention rules
Integrity check
Organisational measures
Processing types with higher risks

Add and fill out risk scenarios under the sheet, Risk Management

Risk Scenarios

See assessments under the sheet, Assessments

Here you can see a list of impact assessment reports where the activity has been included in the assessment scope.

Relate overlying processes on the sheet, processes

Processes

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