CaseWare IDEA GDPR COMPLIANCE CHECKER RELEASE 1.0 USER MANUAL

Transcription

1 CaseWare IDEA GDPR COMPLIANCE CHECKER RELEASE 1.0 USER MANUAL

2 Copyright 2018 CaseWare IDEA B.V. All rights reserved. No part of this publication and its associated files may be reproduced, transmitted, transcribed, stored in any retrieval system or translated into any language in any form by any means without the exclusive permission of CaseWare IDEA B.V. IDEA is distributed under an exclusive license by: CaseWare IDEA Inc. 469 King Street West, 2 nd Floor Toronto, CANADA M5V 1K4 IDEA is a registered trademark of CaseWare International Inc. Internet: European head office The Netherlands CaseWare IDEA B.V. Eemnesserweg GA BAARN Telephone: (+31) - (0) Internet: infobv@caseware.com Support: supportbv@caseware.com Office France CaseWare IDEA B.V. 12 Place St Hubert LILLE Telephone: (+33) - (0) Internet: infobv@caseware.com Support: supportbv@caseware.com

3 Table of contents 1 Introduction The purpose of the GDPR Compliance Checker Prerequisites Limitations Installing the program The GDPR-Hitlist in Microsoft Excel format Viewing and editing the GDPR Hitlist.xlsx file Excluding Existing hit list words Case Sensitivity Sorting the Excel File Running the GDPR Analysis Starting the GDPR Analysis Selecting the Microsoft Excel GDPR Hitlist IDEA-databases created by the GDPR Compliance Checker The IDEA database: GDPR COMPLIANT outcome The IDEA database: GDPR Compliance suspects yes The IDEA database: GDPR Compliance suspects no The IDEA database: GDPR_HistList Feedback GDPR Compliance Checker 1.0 Page 3

4 1 Introduction. 1.1 The purpose of the GDPR Compliance Checker. The GDPR Compliance Checker is an add-on for IDEA 10. It can help IDEA users to identify, based on the name of the FIELDS in an IDEA database, whether the IDEA database may contain data that complies with the GDRP are ruling. IMPORTANT: The GDPR Compliance Checker does not guarantee that data within the IDEA database is GDPR compliant or not. Upon completion of the analysis of the GDPR Compliance Checker, output in the format of IDEA databases is produced, which can be reviewed by the IDEA user. When a match is found, the fieldname of the appropriate IDEA database will be listed with the status Yes. If the field name does not match with any of the words in the GDPR hitlist, it will be reported as No As an IDEA user, you are responsible for the words in the GDPR-Hitlist Excel file (or any other file(s) you wish to use. The results found by the GDPR Compliance Checker merely indicate that the FIELDNAME found in the result may or may not comply. You need to properly review each record found. 1.2 Prerequisites The following prerequisites must be met in order to run the GDPR Compliance Checker. I. IDEA 10.2 or later must be installed on your machine. II. You must have a Microsoft Excel version installed that supports the.xlsx file format. 1.3 Limitations. I. You must have an ASCII version of IDEA 1. II. Currently, the GDRP Compliance Checker works only on desktop projects, IDEAServer projects will be supported in future releases. III. The GDPR-Hitlist.xlsx -Excel file must have the cell A1 with the text GDPR_HitList IV. The GDPR Compliance Checker analysies all IDEA databases of the selected folder including all sub-folders. (Managed- or External Projects). V. When checking for a partial match, the minimum match length of the searched word needs to be three (3). For example, the checker will not search for partial matches for IP due to length only being two (2), it will however search for partial matches for dat. 1 Unicode will be supported in a future release. If you do not know which encoding you are using, you can check in IDEA using the option: File Help. If you have a Unicode version, it will state that in the right and side of the screen. GDPR Compliance Checker 1.0 Page 4

5 1.4 Installing the program. The GDPR Compliance Checker release 1.0 does not have an installer. After receiving the download zip file, please extract the zip file on your computer. Use the following locations to copy or move the files to their respective locations. File Name Location Installation location for the English version of IDEA 10.2 (or later) GDPR V1.ise My IDEA Documents\Local Library\Macros.ILB GDPR_HitList.xlsx Folder of your own choice, recommended: Other.ILB Translation file.xlsx My IDEA Documents\Local Library\Other.ILB GDPR-CCDashboard.idash My IDEA Documents\Local Library\Visualsation.ILB Installation location for Dutch version of IDEA 10.2 (or later) GDPR V1.ise Mijn IDEA Documenten\Locale bibliotheek \Macro s.ilb GDPR_HitList.xlsx Folder of your own choice, recommended: Overige.ILB Translation file.xlsx Mijn IDEA-documenten\Locale bibliotheek\overige.ilb GDPR-CCDashboard.idash Mijn IDEA-documenten\Locale bibliotheek\visualisatie.ilb Using the option in IDEA [Macros - Bind to the Ribbon], you can create a button on the ribbon and add the icon for the GDPR Compliance Checker by pointing to the compiled IDEAScript (GDPR V1.ise) For the Dutch IDEA users, the option in IDEA is: Macro s Koppelen aan Lint Please note that if you are using Citrix or Terminal server, you may lose your settings on the IDEA main ribbon due to the fact that the appdata folder may be cleaned or reset. GDPR Compliance Checker 1.0 Page 5

6 2 The GDPR-Hitlist in Microsoft Excel format. 2.1 Viewing and editing the GDPR Hitlist.xlsx file. You can use the default GDPR_HitList.xlsx file, create your own or modify the existing one. When the hitlist is located in the Other (Other.ILB) library, IDEA offers you the possibility to view the file. Use your right mouse button to show the available options. When selecting View, Microsoft Excel opens the file and you are able to make any changes to the content. IMPORTANT: Do not change the name in cell A1 (it must be GDPR_HitList) You can add as many columns to the Excel file as you want. However only the GDPR_HitList column will be used for verification. GDPR Compliance Checker 1.0 Page 6

7 You can also add fieldnames from your ERP system: Below is an example of an SAP data containing demonstration (fictional) data. In this example, you can add STRAS and/or ADRNR as FIELDNAMES in the GDPR_HitList column in your Excel file as field that needs to be checked for presence in your IDEA file(s). These can be added to either the General sheet or Custom sheet. GDPR Compliance Checker 1.0 Page 7

8 2.2 Excluding Existing hit list words The GDPR Compliance Checker will check all the hit words in the Excel file, with the exceptions of: Cell A1, that must have the name: GDPR_HitList Any words starting with a $ sign o This allows you to quickly exclude a word being used to check for a part of a fieldname in an IDEA database. In the example above, the word $description is prefixed by a $. The GDPR Compliance Checker will not check for DESCRIPTION as a FIELDNAME or as part of a FIELDNAME. 2.3 Case Sensitivity. You may enter words in upper case or lower case. The GDPR Compliance Checker is not case sensitive. 2.4 Sorting the Excel File You can sort the file any way you want as long as the first row remains unchanged. Cell A1 must have the name GDPR_Hitlist GDPR Compliance Checker 1.0 Page 8

9 3 Running the GDPR Analysis. The GDPR Compliance Checker analyses all the IDEA databases of the selected folder including all subfolders. 3.1 Starting the GDPR Analysis. Start IDEA 10.2 (or later). Either o Go to the ribbon you have defined with the button to the GDPR-IDEAScript and click on the button o Go to Macros in the ribbon and select run, next navigate to the folder were the GDPR V1.ise file has been saved and click on open. 3.2 Selecting the Microsoft Excel GDPR Hitlist The add-on will ask you to select the Microsoft Excel hitlist you would like to use. This file can reside anywhere within your Windows environment. In this example we will use the recommended location (\My Documents\My IDEA Documents\Local Library\Other.ILB) and select the Default Select the appropriate (default) GDPR_Hitlist.xlsx or another file for the GDPR Compliance Checker to use. GDPR Compliance Checker 1.0 Page 9

10 Click on Open. GDPR Compliance Checker 1.0 Page 10

11 4 IDEA-databases created by the GDPR Compliance Checker. The GDPR Compliance Checker creates either one or three IDEA databases in addition to the imported Microsoft Excel worksheet. 4.1 The IDEA database: GDPR COMPLIANT outcome This IDEA database has seven fields: i. FILE_LOCATION: folder path where the IDEA Database has been found ii. FILE: filename of the IDEA Database iii. FILED: name of the FIELD iv. GDPR_SUSPECT Possible values are Yes and No i. Yes meaning a (partial) match has been found against the GDPR Hitlist ii. No meaning it did not find any match against the GDPR Hitlist v. HITLIST_HIT: gives the (partial) match found if GDPR_SUSPECT is Yes vi. REASON_FOUND Possible values are: i. Partial match found in the fieldname: a word from the histlist was found as part of the fieldname in one of the IDEA databases. ii. Full match found in fieldname: a word from the hitlist was found matching the fieldname in one of the IDEA databases. iii. Blank or Empty: no match was found with any of the words from the hitlist. vii. REASON_UPDATED: will have the same value as REASON_FOUND but can be updated. The field REASON_UPDATED is an Editable Character field. You can edit/modify the comment found or add a comment to an empty field. GDPR Compliance Checker 1.0 Page 11

12 4.2 The IDEA database: GDPR Compliance suspects yes This IDEA database has seven fields: i. FILE_LOCATION: folder path where the IDEA Database has been found ii. FILE: filename of the IDEA Database iii. FILED: name of the FIELD iv. GDPR_SUSPECT Possible values are Yes and No i. Yes meaning a (partial) match has been found against the GDPR Hitlist v. HITLIST_HIT: gives the (partial) match found if GDPR_SUSPECT is Yes vi. REASON_FOUND Possible values are: i. Partial match found in the fieldname: a word from the histlist was found as part of the fieldname in one of the IDEA databases. ii. Full match found in fieldname: a word from the hitlist was found matching the fieldname in one of the IDEA databases. vii. REASON_UPDATED: will have the same value as REASON_FOUND but can be updated. The field REASON_UPDATED is an Editable Character field. You can edit/modify the comment found or add a comment to an empty field. GDPR Compliance Checker 1.0 Page 12

13 4.3 The IDEA database: GDPR Compliance suspects no This IDEA database has seven fields: i. FILE_LOCATION: folder path where the IDEA Database has been found ii. FILE: filename of the IDEA Database iii. FILED: name of the FIELD iv. GDPR_SUSPECT Possible values are Yes and No i. No meaning it did not find any match against the GDPR Hitlist v. HITLIST_HIT vi. REASON_FOUND Possible values are: i. Blank or Empty: no match was found with any of the words from the hitlist. vii. REASON_UPDATED: will have the same value as REASON_FOUND but can be updated. The field REASON_UPDATED is an Editable Character field. You can edit/modify the comment found or add a comment to an empty field. 4.4 The IDEA database: GDPR_HistList This IDEA database has three fields: i. GDPR_HITLIST: a character FIELDNAME that holds the words that the GDPR Compliance Checker needs to check for. ii. SOURCE: in the HitList file there are several sheets that hold search words, in this column it tells you were it came from iii. REMARK: if any remarks are being left in the HitList excel file, they will be displayed here. iv. A word starting with a $ sign is excluded from the search. GDPR Compliance Checker 1.0 Page 13

14 5 Feedback We appreciate your input. We will review your ideas and suggestions to improve this add-on. Please send your comments to: CaseWare IDEA B.V. GDPR Compliance Checker 1.0 Page 14