Using Executive Reporting for the KnowBe4 Compliance Manager
Our Executive Reporting feature is a great way to keep your executives, or senior management group, up-to-date on the status of your compliance efforts.
By using KCM's Executive Reporting, you as the KCM Account Administrator can easily and automatically relay the status of one or more Scopes to your management team in an illustrative report. This feature prevents you from having to create additional user accounts simply for your executive team to view the progress of your Scopes.
What is included in the Executive Report?
Below you'll find screenshots of the PDF report that will be automatically sent to your executive team, or anyone you'd like, in your organization. This illustrative report contains ample details for the Scope(s) of your choice.
1) Logo: The header of the report will include your organization's logo if you've added a URL to the "Logo URL" field found under your Account Settings.
2) Report Name: The "Name" you've assigned to this Executive Report will show here. You specify the report's name within the console, when creating the report.
3) Scope(s) for this Report: The Scope(s) you've chosen to include in the report will be listed here.
4) GAP Coverage: The number of Requirements that have Controls associated with, or mapped to them, vs. the number of Requirements that are not mapped to Controls.
5) Requirements Coverage Breakdown: This is an overview of the status of the Scope Requirements Self-Assessment that you may have completed for the Scope(s) you've included in the Executive Report. If you've selected the "N/A" option for any of the Requirements in your Scope, that percentage will be represented here, in blue. For more information on the Scope Self-Assessment, see our KCM Glossary of Terms, here.
The Gap Coverage and Requirements Coverage Breakdown covered in this PDF report are supplemental data that you cannot see in the console for a singular Scope. Currently, these two percentages are only available for Administrators to view within the console–under Global Dashboard–as an account-wide percentage.
6) Covered Requirements: This is a further breakdown of your Gap Coverage for the Scope(s) included in your report. It defines the number of Requirements that do or do not have Controls.
Ideally, you'll have all of your Requirements mapped to Controls, in order to accomplish your compliance (or general) objectives.
7) Task Completion Percentage: This represents the number of Tasks that have or have not been satisfied. If a Task has not been satisfied it will fall within the "Unmet" percentage of the pie chart. "Unmet" Tasks consist of any that are in "Active" (open) or "Failed" status; as well as Tasks that are awaiting approval.
8) Number of Past Due Tasks: This is a count of the Tasks that are within a 1-7 day window past the due date.
9) Task Completion Progress: This line graph represents the progress of the Task completions since the last time the Executive Report was generated.
However, the very first Executive Report for each different report frequency option will include more data in the line graph–compared to the subsequent reports. See below for details.
|Report Frequency Details|
|Report Frequency||When Initial Report Sends||Initial Line Graph Data||Subsequent Line Graph Data|
|Daily||As soon as possible (by 12:00 am UTC)||Prior 15 days||Prior day|
|Weekly||The following Sunday||Prior 5 weeks||Prior week|
|Monthly||The 1st of the following month||Prior 5 months||Prior month|
|Quarterly||The first day of the following quarter (Jan.1, April 1, July 1, or Oct. 1)||Prior 2 quarters||Prior quarter|
|Annually||January 1st of the following year||Prior 5 years||Prior year|
How do I set up an Executive Report?
If you're an admin in your KCM account, you can set up an Executive Report by navigating to Reports on the left-hand side navigation panel. Then you'll scroll down to Administrator Reports and click "Executive Report".
This will bring you to the Executive Reports overview screen. Click the "Create Executive Report" button at the top right of the page, see below.
1) Name: Title for the report you're creating. This name will display in the PDF report you're sending to your executive or management team.
2) Select Existing KCM User Email Addresses: This drop-down menu will include all users who have KCM accounts.
3) Enter Non-KCM User Email Addresses: Here you can input any email addresses you'd like, in order to send these reports to your management or executive team members, board members, and so on. To add multiple recipients to the report, use the "+ Add Email Field" button to add additional input fields.
4) Frequency of the Report: The option you select here will determine both the frequency in which the report is sent, as well as how much data is included in the report. See the Report Frequency Details table above, for more information on report frequencies.
5) Start Date: This is the date you want the report to begin generating on or after–dependent on the report frequency, see the Report Frequency Details table for more information.
6) End Report Options: You can choose an end date to cease any generations of further reports. If you choose "No End Date" the reports will continue to generate indefinitely, unless you update the report and add an end date.
Frequently Asked Questions
1) Can I edit or update my Executive Report Settings?
Yes. You can edit any existing Executive Report by navigating to Reports on the left-hand side navigation panel. Then you'll scroll down to Administrator Reports and click "Executive Report".
Once you've arrived at the Executive Reports overview screen, click on the "pencil" icon to the far-right of the report you'd like to edit.
2) What if a KCM user that I've archived is an Executive Report recipient?
If you archive a KCM user this does not remove them from the Executive Reports recipient list. Instead, the email address of the user will be transferred to the "Non-KCM User Email Addresses" recipient list. In order to remove this user from the report recipients, you'll have to update (see FAQ #1) or view the campaign and delete the user from the report.
You can view the campaign by clicking on the "eye" icon to the far-right of the report you'd like to edit; then click the "trash can" icon next to the archived user's email address to remove it, see below.
3) I set up my Executive Report, why haven't the recipients received it?
Any report that you've set up for a Daily frequency will be generated at 12:00 am UTC. All other report frequency options are generated on the next applicable calendar-based interval. See the Report Frequency Details table above, for more information.