Incidents and CCI Integration in Compliance 360 Version

Transcription

1 Incidents and CCI Integration in Compliance 360 Version

2 Table of Contents CCI (CLI) Integration Overview 3 CCI Import Maintenance 3 Audit Trail 3 Configure the CCI (CLI) Integration Information 5 Marking a Configuration as Active 6 Delete an Integration Log Entry 7 Deleting a Single Entry 7 Deleting Multiple Entries 7 Deleting All Entries 7 View an Integration Log 8 Mapping Integration Fields 9 Mapping Integration Fields 9 Map Status Update Fields 10 Incoming Field Mapping 12 Incoming Field Mapping Examples 12 Create an Incoming Field Mapping 13 Outgoing Field Mapping 14 Outgoing Field Mapping Examples 15 Create an Outgoing Field Mapping 15 Copyright SAI Global Compliance, Inc. All rights reserved. The SAI Global name and logo are trademarks of SAI Global PTY Limited Compliance 360 and Virtual Evidence Room are registered trademarks of SAI Global Compliance, Inc., an SAI Global company. CPT is a registered trademark of the American Medical Association. All other trademarks are those of the respective owners. Incidents and CCI Integration in Compliance 360 2

3 CCI (CLI) Integration Overview CCI (CLI) Integration Overview CCI is a hotline vendor that receives calls from individuals reporting human resources and/or compliance incidents that occur in the workplace. Compliance 360 can integrate with CCI to populate this information into the Incidents module. Clients of CCI can perform both inbound and outbound transmissions of incident data, thereby reducing administrator effort and optimizing data delivery. Note: CCI (Compliance Concepts, Inc.) changed their name to CLI (ComplianceLine, Inc.). Nothing about the integration was affected by the name change. In the Incidents module, a Compliance 360 support specialist assists you with the SFTP configuration to establish the communication between the two servers. Additionally, you can configure the field mappings. For example, the CCI Name field can be mapped to the Incident Name field. The CCI Occurrence Date field can be mapped to the Incident Date field. Status updates can also be handled through inbound and outbound integrations. A log is automatically captured with transmission information. Through a workflow template, you can create an action that enables users to perform outbound integrations to CCI when necessary. Inbound integrations occur automatically based upon the time interval specified by your organization. A Compliance 360 support specialist configures this information. CCI Import Maintenance Through the CCI Import Maintenance menu item, you establish the configuration, identify the incident and status update field mappings, and view the integration log. Audit Trail The incident's audit trail displays the events for both the creation of an incident from CCI and a submission to CCI. When an incident is created through the CCI interface, the audit trail denotes that the incident was created from CCI. The audit type is "Create" and the message reads "Incident created via CCI". When a transmission is sent to CCI, an audit trail entry is created to denote what was sent to CCI. A new audit type is created and the message includes the data sent to CCI. When an incident is updated via the CCI interface, the audit trail denotes that the incident was updated via CCI.For all field modifications, the audit trail message has "via CCI" appended to each field's update. For example,"field: Resp. Party was changed from User 1 to User 2 via CCI". Incidents and CCI Integration in Compliance 360 3

4 Audit Trail in Incidents document Incidents and CCI Integration in Compliance 360 4

5 Configure the CCI (CLI) Integration Information Configure the CCI (CLI) Integration Information The integration information is typically set up by a Compliance 360 support specialist and an administrator in your organization. The support specialist helps to identify the FTP settings and your organization specifies in the workflow routing procedures. In the Workflow Routing fields, you select the workflow template to be assigned to all incidents integrated from the hotline system. With the Close workflow step List field, when an incident is closed and an update is received, your organization may want to create a new incident rather than updating a closed incident. In this field, identify the workflow step of the original incident to indicate it should not be updated. Example An employee calls the hotline to report an incident. The hotline forwards the information to the appropriate individual at the organization, and the employee is told to call back to the hotline in two weeks with an update. In two weeks, the employee calls the hotline again with an update or to indicate the original incident is no longer necessary. This second phone call generates another incident and can be used to update the original incident record. If, however, the original incident is closed, some organizations prefer that a new incident record be created. In this field, identify the workflow step of an incident that would force a new incident to be created. Such as, if the original incident has an approval workflow step, your organization may want a new incident created. If however, the original incident has a General Modification workflow step, your organization may want the original incident updated. In this scenario, the Approval step is selected. Note: The Configuration List is shared by the various vendors that integrate incident information with Compliance 360. For example, if you use CCI and Global Import for hotline call centers, the Configuration List includes information for the two configurations. 2. Click New. 3. Click the Integration tab. 4. Enter a name in the Name field. For example, enter "CCI Integration". 5. Click next to the Destination Folder field to select a folder. Tip: You might want to create a folder designated for specifically for incidents reported through a hot line vendor. If you are using more than one hot line vendor, you might want to create specific folders for the different vendors. 6. Enter information in the following fields. These fields are completed by a Compliance 360 support specialist. FTP Server - the IP address of the integration server. FTP Port - the port number for the integration server. FTP Password - the existing password for the integration. New FTP Password - the new password for the integration. Confirm New FTP Password - the new password for the integration. Incidents and CCI Integration in Compliance 360 5

6 Marking a Configuration as Active 7. Click next to the Workflow Template field to select a workflow template. This is the template assigned to the incident when it is created. 8. Click Add below the Closed Workflow Step List field to select a workflow step to indicate an existing incident is considered closed and a new incident should be created. Note: For example, if Incident 1 is created for an event, when an updated is received, your organization might not want to update the original incident if it is in the Approval workflow step. A new incident is created. 9. Click Select next to the names of the steps to add to the Closed Workflow Step List field. 10. Click Close. 11. Click next to the Status Workflow Template field to select the Status Workflow. This will identify the workflow template to use when statuses are created through CCI. 12. Select an incident type in the Incident Type field. 13. Select a status type in the Status Type field. 14. Click Save and Return. Marking a Configuration as Active 2. Find the appropriate setup/configuration in the list. 3. Mark the check box in the Is Active? column. Incidents and CCI Integration in Compliance 360 6

7 Delete an Integration Log Entry Delete an Integration Log Entry Users with module access to CCI Import Maintenance may delete entries from the integration log. Deleting a Single Entry 2. Find the desired CCI setup/configuration document. 3. Click Actions > Edit. 4. Click the Integration Log tab. 5. Find the entry to be removed. 6. Click Actions > Delete. Deleting Multiple Entries 2. Find the desired CCI setup/configuration document. 3. Click Actions > Edit. 4. Click the Integration Log tab. 5. Mark the check boxes for the entries to be deleted. 6. Click For Selected > Delete. Deleting All Entries 2. Find the desired CCI setup/configuration document. 3. Click Actions > Edit. 4. Click the Integration Log tab. 5. Click Delete All. 6. Click Yes to confirm the deletion. Incidents and CCI Integration in Compliance 360 7

8 View an Integration Log View an Integration Log Users with module access to CCI Import Maintenance may view the integration log that contains information about incoming and outgoing activity. 2. Find the desired CCI setup/configuration document. 3. Click Actions > Edit. 4. Click the Integration Log tab. All of the log entries appear in the list on the page. Incidents and CCI Integration in Compliance 360 8

9 Mapping Integration Fields Mapping Integration Fields The Field Mapping Lists enable you to cross-reference the fields from one system to another to ensure the correct fields are updated. The Incoming Field Mapping List provides the cross reference for the integration fields into the Incidents Module fields. The Outgoing Field Mapping List provides the cross reference for the Incidents Module fields to the integration fields. When you create an Integration Configuration, the Incoming and Outgoing Lists automatically generate the first mapping object. This is considered a key element field and must be edited. You can add additional mapping fields as necessary. Incoming Field Map Example For example, the integration Date field might map to the Compliance 360 Date Received field. Outgoing Field Mapping Example For example, the Compliance 360 Incident Summary field might map to the integration Summary field. Mapping Integration Fields The Field Mapping Lists enable you to cross-reference the fields from one system to another to ensure the correct fields are updated. The Incoming Field Mapping List provides the cross reference for the integration fields into the Incidents Module fields. Incidents and CCI Integration in Compliance 360 9

10 Map Status Update Fields The Outgoing Field Mapping List provides the cross reference for the Incidents Module fields to the integration fields. When you create an Integration Configuration, the Incoming and Outgoing Lists automatically generate the first mapping object. This is considered a key element field and must be edited. You can add additional mapping fields as necessary. Incoming Field Map Example For example, the integration Date field might map to the Compliance 360 Date Received field. Outgoing Field Mapping Example For example, the Compliance 360 Incident Summary field might map to the integration Summary field. Map Status Update Fields After an incident record is integrated between the hot line vendor and the Compliance 360 Incident record, it is likely that the information can be updated on either side. That is: the hot line vendor may receive an update from the person who made the initial call or the organization updates the Incident record as a result of their investigation. It is important to integrate the status updates between the hot line vendor and Compliance 360. Use the Incoming and Outgoing Mapping Lists to identify the corresponding fields. The Incoming Field Mapping List provides the cross reference for the hot line fields into the Incidents Module fields; the Outgoing Field Mapping List provides the cross reference for the Incidents Module fields to the hot line fields. 2. Find the desired CCI setup/configuration document. Incidents and CCI Integration in Compliance

11 Map Status Update Fields 3. Click Actions > Edit. 4. Click the Status Updates tab. 5. In the Incoming (or Outgoing) Status Update Field Map List, click New. 6. On the Edit Field page, click the ellipsis next to the Compliance 360 Field to select a field. Click Select in the Actions column for the appropriate field. The page automatically closes. 7. Enter the name of the mapped field in Integration Field and continue to Step 9. If there is no direct correlation or you want to use a specific value in the field, continue to the next step. For example, if the Compliance 360 Field is Date Created, you may want the field to have today s date rather than the hotline Date of Occurrence. 8. Mark the Constant check box if you want the mapped field to be a constant value, bypassing the transfer of integration information to the selected Compliance 360 Field. If this field is checked, the Integration field is renamed as Value. In the Value field, either enter the information that should be used as the constant or click to select a token. 9. Enter a value in the Max Length field if you want to limit the length of the mapped information. 10. Enter a value in the Separator field if you want to use a separator (such as a comma, semi-colon, etc.) between the incoming or outgoing information. 11. Click one of the Save options. Incidents and CCI Integration in Compliance

12 Incoming Field Mapping Incoming Field Mapping Before mapping fields, you should review the fields in the Incidents record and in the hot line record. Determine which fields match each other in meaning. For example, a name field would typically map to the Incident Name field. In some instances, you may not want an exact transfer of the information but want the Incident field to have specific information. For example, a Date field might relate to the Incident Date field. However, you may want the date field to reflect the previous day. When you map this field, use the Use Current Date + Value check box to enter the value to use. Additionally, you can have a hot line field map to two Incident fields by using the Separator field on the mapping window. For example, you may want the hot line Details field to map to the Incident Summary and Incident Description fields. You can map fields for incident records and status updates. Review the Incoming Field Mapping Examples topic for examples. Incident Records When an employee calls the hot line vendor about an incident the first time, the transmitted information creates the incident record. Status Updates The employee might call the hot line vendor with additional information about an existing incident. The hot line information is transmitted to a status update record. Note: The Mapping Edit fields vary based upon the field being mapped. For example, if you are mapping a category, a Category drop-down list is available. If you are mapping a date field as a constant, a Use Current Date + Value field is available. Other fields are available based upon the contents being transmitted. Incoming Field Mapping Examples Field to Field Mapping - On the Edit Field page, identify the Compliance 360 field and the Integration field. The Integration field contents are moved directly to the Compliance 360 field. For example: CRSID maps to Incident Number. The Constant and Separator fields are not used. The Max Length field can be used if necessary; this only uses the first X number of characters as specified by the value. Field to Constant Mapping - On the Edit Field page, identify the Compliance 360 field and the value that should be placed in that field. For this field, no information is integrated from the hot line vendor. Select the Constant check box. In the Value field, enter the information to be placed in the Compliance 360 field. For example: in the Compliance 360 Responsible Party field, enter John Smith. The Max Length and Separator fields are not used. Mapping Multiple Fields to One - On the Edit Field page, identify the Compliance 360 field that should be populated with information from more than one hot line field. The contents of two or more integration fields are moved directly to a Compliance 360 field. For example, the Compliance 360 Description field can be populated with the integration Summary and Details fields. Two mapping records are created. The first mapping Incidents and CCI Integration in Compliance

13 Create an Incoming Field Mapping moves the Summary content into the Description field. The second mapping moves the Details content also to the Description field. On the first mapping record, enter a character or symbol in the Separator field mark the separation of the two contents, possibly using a dash or slash. The Separator field is optional. If you do not require a distinction between the two fields combined into one, the Separator field is not required. The Max Length field can be used if necessary. Mapping a Date Field - On the Edit Field page, identify the Compliance 360 date field. You can integrate the contents of the hot line record for a field to field mapping. Another option is to use a constant mapping. If you use a constant, an option is available to use the current date plus a value. For example, for the Compliance 360 Date Received field, you might want to use the constant of the current date regardless of the date from the hot line record. You can also use a plus value to add to the current date. For example, use the current date plus 3 days. Select the Use Current Date + Value field. Enter a plus value in the Value field. Create an Incoming Field Mapping You can create direct field mapping on the CCI configuration document. Review the Incoming Field Mapping Examples topic for examples of how to complete the Edit Field page. Users must have module access to CCI Import Maintenance in order to create an incoming field mapping. See your system administrator for assistance. 2. Find the desired CCI setup/configuration document. 3. Click Actions > Edit. 4. Scroll down to the Incoming Field Map list on the Edit Integration page, find the field and click Actions > Edit or New to add additional mappings. Note: The first integration mapping field is automatically created and must be edited before adding additional mapping fields. This does not apply to status update mapping. 5. On the Edit Field page, click next to the Compliance 360 Field to select a field in the Incidents module. 6. Click Select in the Actions column for the appropriate field. The page automatically closes. Incidents and CCI Integration in Compliance

14 Outgoing Field Mapping 7. Enter a field name in Integration Field and continue to Step 8. This should be the field that corresponds in meaning to the selected Compliance 360 Field contents. If there is no direct correlation or you want to use a specific value in the field, continue to the next step. For example, if the Compliance 360 Field is Incident Date, you may want the field to have today s date rather than the hotline Date of Occurrence. 8. Mark the Constant check box to bypass the transfer of integration information to the selected Compliance 360 Field. If this field is checked, the Integration field is renamed as Value. In the Value field, enter the information that should be used as the constant. 9. Mark the Never Update Value check box to prevent a field from updating after it is populated during the create. Example:A user maps the Date Received field from CCI to the C360 Incident Date Received field. The Never Update Value field is marked. When an incident is created from CCI, the Date Received field is populated. When the same incident is later updated from CCI, the incident retains the original Date Received information. 10. Enter a number in the Max Length field to limit the number of characters to integrate into the selected Compliance 360 field. 11. Enter a symbol in the Separator field to indicate when the contents of the integration field should be moved to an additional Compliance 360 field. Note: Typically, the additional field that receives the integrated field information is the following mapped field. 12. Click Save and New to create another mapped field. 13. Click Save and Close once all of the mapped fields have been created. Outgoing Field Mapping On the Outgoing Field Mapping page, you identify the Compliance 360 field information to transmit to the hot line vendor for incident records which you have updated. You can map fields for incident records and status updates. Review the Outgoing Field Mapping Examples topic for examples. Incident Records An employee calls the hot line to report an incident. The hot line forwards the information to the appropriate individual at the organization and the employee is told to call back to the hot line in two weeks with an update. Incidents and CCI Integration in Compliance

15 Outgoing Field Mapping Examples Within those two weeks, a responsible party at your organization reviews the incident, determines the resolution, updates the incident record and closes it. The resolution and close date information can be transmitted to the hot line vendor so that when the employee calls back, the updated information is available. Status Updates After the initial call to the hot line vendor, a responsible party researches the incident and enters status updates about her investigation. The update information can be transmitted to the hot line vendor so that when the employee calls back, the update information is available. Note: The Mapping Edit fields vary based upon the field being mapped. For example, if you are mapping a category, a Category drop-down list is available. If you are mapping a date field as a constant, a Use Current Date + Value field is available. Other fields are available based upon the contents being transmitted. Outgoing Field Mapping Examples Field to Field Mapping - On the Edit Field page, identify the Compliance 360 field and the Integration field. The Compliance 360 field contents are moved directly to the integration field. For example: the Incident Number maps to CRSID. The Constant and Separator fields are not used. The Clear After Use field can be used if necessary. Field to Constant Mapping - On the Edit Field page, identify the integration field and the value that should be placed in that field. With outgoing transmissions, the Constant check box is typically not used. Contact a Compliance 360 support specialist if you have want to the Constant check box for outgoing transmissions. Mapping Multiple Fields to One - On the Edit Field page, identify the integration field that should be populated with information from more than one Compliance 360 field. The contents of two or more Compliance 360 fields are moved directly to a hot line field. For example, the Compliance 360 Description field can be moved to the integration Summary and Details fields. Two mapping records are created. The first mapping moves the Description content into the Summary field. The second mapping moves the Description content also to the Details field. On the first mapping record, enter a character or symbol in the Separator field mark the separation of the two contents, possibly using a dash or slash. The Separator field is optional. If you do not require a distinction between the two fields combined into one, the Separator field is not required. The Clear After Use field can be used if necessary. Mapping a Date Field - On the Edit Field page, identify the Compliance 360 date field and hot line field. With outgoing transmissions, the Constant check box is typically not used. Contact a Compliance 360 support specialist if you have want to the Constant check box for outgoing transmissions. Create an Outgoing Field Mapping You can create direct field mapping, mapping with constant contents, and more. Review the Outgoing Field Mapping Examples topic for examples of how to complete the Edit Field page. Users must have module access to CCI Import Maintenance in order to create an outgoing field mapping. See your system administrator for assistance. Incidents and CCI Integration in Compliance

16 Create an Outgoing Field Mapping 2. Find the desired CCI setup/configuration document. 3. Click Actions > Edit. 4. Scroll down to the Outgoing Field Map list on the Edit Integration page, find the field and click Actions > Edit or New to add additional mappings.. Note: The first integration mapping field is automatically created and must be edited before adding additional mapping fields. This does not apply to status update mapping. 5. On the Edit Field page, click next to the Compliance 360 Field to select a field in the Incidents module. Click Select in the Actions column for the appropriate field. The page automatically closes. 6. Enter a field name in Integration Field and continue to Step 8. This should be the field that corresponds in meaning to the selected Compliance 360 Field contents. If there is no direct correlation or you want to use a specific value in the field, continue to the next step. For example, if the Compliance 360 Field is Incident Date, you may want the field to have today s date rather than the hotline Date of Occurrence. 7. Mark the Constant check box to bypass the transfer of integration information to the selected Compliance 360 Field. If this field is checked, the Integration field is renamed as Value. In the Value field, enter the information that should be used as the constant. Incidents and CCI Integration in Compliance

17 Create an Outgoing Field Mapping 8. Mark the Clear After Use check box to if the Compliance 3660 field contents should be cleared after the integration to the hot line vendor. 9. If you map a field to a lookup field that is the child of another lookup field, specify the parent lookup in the Parent Lookup field. 10. Enter a number in the Max Length field to limit the number of characters to integrate into the selected Compliance 360 field. 11. Enter a symbol in the Separator field to indicate when the contents of the integration field should be moved to an additional Compliance 360 field. Note: Typically, the additional field that receives the integrated field information is the following mapped field. 12. Click Save and New to create another mapped field. 13. Click Save and Close once all of the mapped fields have been created. Incidents and CCI Integration in Compliance