Hopex Aquila EN

Managing Entities

To define the list of entities of your organization, Hopex allows you to create the enterprise organizational chart.

An entity can be internal or external to the enterprise: an entity represents an organizational element of enterprise structure such as a management, department, or job function. It is defined at a level depending on the degree of detail to be provided on the organization (see org-unit type). Example: financial management, sales management, marketing department, account manager. An external entity represents an organization that exchanges flows with the enterprise, Example: customer, supplier, government office.

Accessing organization entities

To access the different organization entities:

In the navigation bar, select Processes > By entity.

The list of entities making up the organization is displayed.

The list of entities owned by an entity is accessible in the properties of the entity, in the Sub-Entities section.

Creating an entity

To create an entity:

1. See Accessing organization entities.

2. Click New.

Creating a sub- entity

To create a sub-entity:

1. See Creating an entity.

2. Drop it below the parent entity in the tree.

Defining entity general characteristics

In the entity property page, you can specify:

• its Level within the organization:

• Business Unit

• Sales

• Service

• its Status:

• Enabled

• Disabled

• Its Type:

• Vendor

The vendor is necessarily an “external” entity.

• Institution

• Company

• Public Department

• Structure

• Function

• Generic

• Responsible

• whether the entity is “Internal” or “External”

“Vendor” is an example of external entity.

• its Code

The Parent Entity field is automatically calculated according to the position of the entity in the tree.

Specifying responsibilities within an entity

You can specify responsible users within an entity.

You can specify different roles:

• Risk Manager: person in charge of managing risks that have an impact on the entity.

The Risk Manager is responsible for executing the following tasks on risks within his/her responsibility domain: identify risks, perform direct assessments, manage assessment campaigns, define action plans, analyze and follow report creation.

• Risk Assessor: person in charge of completing questionnaires about risks related to the entity.

You can define several risk assessors on the same entity.

The Risk assessor is responsible for assessing risks within his scope, as well as implementing action plans related to these risks.

• Control Assessor: person in charge of completing questionnaires about controls related to the entity.

You can define several controls assessors on the same entity.

The Control assessor is responsible for assessing and executing controls within his/her scope, as well as implementing action plans related to these controls.

• Incident Approver: person in charge of approving incidents that have an impact on the entity.

• Incident Declarant: The incident declarant is in charge of creating incidents within his/her scope.

For more information, see Incident Management Process.

The incident declarant specified here will not need to specify an entity when creating an incident.

• Org-Unit Member: this role enables to assign a user to an entity.

Use case example: display a user in the organigram, specify contacts for a vendor.

To specify a responsibility, for example a Risk assessor:

1. In the properties page of the entity concerned, expand the Responsibilities section.

2. In the Risk Assessor tab, click New to define a new responsibility.

3. Select a person and click OK.

Scoping an entity

An entity can be connected to different object types.

A page corresponding to these object types is available in the entity properties:

• Risks, whose management is assigned to the entity.

For more information, see Managing Risks.

• Controls, whose management is assigned to the entity.

For more information, see Managing Controls.

• Incidents

• Action plans

A page corresponding to the following object types is available in the Characteristics page of the entity properties:

• Entities: you can specify the entity responsible for a service or management, as well as functional dependency between two entities.

• Processes for which the entity intervenes.

For more information, see Managing Process Categories and Processes.

• Objectives assigned to the entity.

For more information, see Strategic Environment.

• Business Lines for which the entity intervenes.

For more information, see Managing Business Lines.