How Do I Use Custom Reporting in My KCM GRC Platform?

If you are an Account Administrator for your KCM GRC platform, you can use the Custom Reporting feature to generate reports of data from the Compliance Management and Risk Management modules. These ad-hoc reports can provide details about the statuses of your tasks and the completion rates of the controls that you've implemented across your compliance and risk management initiatives. 

This article contains instructions for creating custom reports, applying a date range filter to custom reports, and exporting custom report results. Please see the sections below to learn more. 

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Creating Custom Reports

Selecting Custom Report Settings

Applying a Date Range Filter to Custom Reports

Viewing Custom Reports Within a Date Range

Exporting Custom Reports

Creating Custom Reports

Follow the steps below to build a custom report.

1. From the navigation panel, select Custom Reporting.
2. From the Custom Reporting page, click the Create New Report button in the top-right corner. 
3. Use the Name field to give your report a descriptive name (175 character maximum).
4. Use the Description field to describe the purpose of the report. 

Select your preferred settings for the custom report by following the steps in the section below. 

Selecting Custom Report Settings

You can customize your report by adjusting the settings on the Report Settings page. The steps below outline the purpose of each report setting and the effect that each report setting will have on how the data is displayed.

5. Source Data From: In this section, select the type of data that you are building the report from. 
   • Tasks: Select this option to build a report on the tasks and task schedules that you have created for your controls under your account's Compliance Management module. 
   • Risks: Select this option to build a report on the risks that you have added to your Risk Registry. Custom risk reports include the risks that you have implemented controls for. Therefore, the risks must have controls mapped to them, and the controls must have tasks or task schedules created for them. 
     
     Tip: If you would like to download a CSV file of all of the risks you've added to your account (including the risks without controls or tasks), you can do this from your Risk Register. See How Do I Use the Risk Register? for more information.
6. Group Data By: (optional) In this section, an additional column will be added to your report for each option that you select. 
   • Task Status: Select this option to display the current status of the tasks. Tasks can be in any of the following statuses: Active, Acknowledged, Closed Late, Failed, Past Due, or Satisfied. 
     
   • Requirement: Select this option to display the requirements that are associated with the controls and the control tasks. This option is only applicable if you select Tasks in the Source Data From section. 
   • Scope: Select this option to display the scopes that are associated with the control tasks. This option is only applicable if you select Tasks in the Source Data From section.
   • Risk: Select this option to limit the report so that it only displays the control tasks that have risks associated with them.
   • Control: Select this option to display the controls that are associated with the tasks or mapped to the risks (whichever are applicable, based on the selection you made under the Source Data From area). 
7. Report Criteria: (optional) In this section, search for specific items to make your report more specific. 
   • Requirements: To limit your report to only show the control tasks that are associated with a specific requirement, search for and select one or more requirements to add to this field.
   • Scopes: To limit your report to only show the control tasks that are associated with a specific scope, search for and select one or more scopes to add to this field. 
   • Risks: To limit your report to only show the control tasks that are associated with a specific risk, search for and select one or more risks to add to this field. 
   • Controls: To limit your report to only show the tasks that are associated with one or more specific controls, search for and select one or more controls to add to this field. 
8. Users Responsible: (optional) In this section, include the user who is assigned to each task in your report. For each of the selections that you make, an additional column will be added to your report, and the first and last name of the User Responsible will be displayed. 
   • Task Schedules: Select this option to display the User Responsible for control tasks with a recurring task schedule.
   • One-Time Tasks: Select this option to display the User Responsible for control tasks that occur one time.
     
     Note: Please see What Types of Tasks Are Available for My Controls? for more information about the different types of tasks that you can create for your controls.
9. Approving Managers: (optional) In this section, include the manager who is responsible for approving each task in your report.
   
   Note: When creating a task or task schedule, assigning an Approving Manager is optional. Therefore, this column will be blank when there is not an Approving Manager assigned to the task.
   • Task Schedules: Select this option to display the Approving Manager for control tasks with a recurring task schedule.
   • One-Time Tasks: Select this option to display the Approving Manager for standard one-time control tasks.
10. Additional Report Information: (optional) 
    • Task Notes: Select this option to display the task notes for each task (when applicable). 
11. Click the Save Report button to generate your report.

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Applying a Date Range Filter to Custom Reports

After saving your report criteria, the report data will appear in a table. The date range filter that is applied to your results will default to the previous month. 

Follow the steps below to use the date range widget to select a different date range filter and run your report.

1. Click the calendar icon on the top-left side of the page to open the date range widget.
2. Either select a preset date range on the left side of the widget or select a custom date range.
   • To select a custom date range, use the arrows above the calendar to select your preferred start and end dates. Then, your date range selection will appear in the bottom-left corner of the widget.
3. Click the Apply button to save the date range.
4. Click the Run Report button to apply this date range filter to your report results.

Viewing Custom Reports Within a Date Range

Depending on which option you selected in the Source Data From section, you will either see a report of tasks, or you will see a report of risks that are mapped to tasks. Both reports include four types of dates, and the dates affect whether the tasks and risks will appear in one or more date ranges. 

Please see the information below for more information about how the date range filter determines which tasks and risks will appear in your report. 

• If you source data from tasks, the filter shows all tasks with Start At, Completed On, Due At, or End At dates that are within the selected date range. The picture below is an example of a report that sources data from tasks. 
  Note: Only one of the four dates must be within the selected date range for the task or risk to appear in the report.
• If you source data from risks, the filter shows all risks that are associated with tasks with Start At, Completed On, Due At, or End At dates that are within the selected date range. The picture below is an example of a report that sources data from risks. 
  Note: Only one of the four dates must be within the selected date range for the task or risk to appear in the report.

For information about each of these dates, please see the descriptions below.  

1. Start At is the date when the task starts.
2. Completed On is the date when the assigned user or user group marks the task as complete.
3. Due At is the date when the task should be completed by. 
4. End At is the date when the task ends. 

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Exporting Custom Reports

You can export your report results into a CSV file from the report results page. By default, all columns from the report results page will be included in your CSV export, but you can deselect the columns that you do not want to include in your report. 

Follow the instructions below to export a custom report. 

1. Click the first drop-down menu button on the top-right side of the page. 
   
2. Deselect any columns that you do not want to include.
3. Click the second drop-down menu button on the top-right side of the page.
   
4. Click the CSV button. 

Then, the CSV file will download onto your computer. The CSV file name will contain the report name and the start and end dates of the date range filter that is currently applied to the report results. The file name format is ReportName-MM-DD-YYYY-MM-DD-YYYY.csv.

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