Most businesses have many different Controls for their processes. They can be external and part of frameworks such as ISAE or tied to regulations like GDPR, which applies to many different parts of your business that handle personal data. They can also be internal, created for specific high-risk activities across your business.

In this guide, we will show you how to manage all your controls in Daymi, no matter what type of control or team they belong to.

If you have any inquiries, want to share your ideas, or need some help along the way – do not hesitate to reach out to us (using the built-in chat in the application or shoot us an e-mail at [email protected]).

Happy reading! 😊

We will use ISAE-controls as an example in the guide, but feel free to apply the same method to any Controls (AML/CFT, GDPR, etc.) that your organization has the need to track and produce evidence for. We will use the Tag functionality in this guide to link subprocesses together. The reason we use Tags for this is that it allows us to group together subprocesses no matter what team or process they belong to.

Note that a subprocess in Daymi can have as many Tags as you want. For instance, a subprocess might be both a Control object for ISAE and part of your GDPR processes.

In this example, we create a tag called ISAE or ISAE Controls. Create a Tag by going to Processes –> Tags in the menu on the left side of the Dashboard.

When the Tag is created, we can start to Tag the subprocesses that belong to the Controls you want to track in Daymi, in our example we Tag all the subprocesses that are ISAE-controls.

Subprocesses can have one or several Tags, and you can add them to the subprocess edit page.
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The users performing the processes use Daymi just as they usually do. In the Dashboard, the processes appear when it is due, and the users mark them as In Progress or Done.

If needed, a comment can be added to the specific subprocess. In the comment box, a user can, for example, add a link to the result or evidence of the Control. All changes to a subprocess are logged and can be used to back-track what happened on a specific process at a specific time.

Usually, these users filter their Dashboard to show their team or personally assigned tasks.

If you are responsible for the Controls, perhaps as a Manager or Compliance officer, you can also follow the progress of the Controls in real time. By filtering the Dashboard to show the specific subprocesses marked with the tag, you can quickly see the status and progress of the Controls.

Depending on the volume and periodicity of your Controls, you can choose how you want to view the Dashboard. If you have many daily Controls, the best way is to use Day view, which only shows today's tasks. If you have more controls on a weekly or monthly basis, we suggest using either the Weekly view, which shows you all controls for a specific week, or the Year view, which will show you all controls for the current year.

You can also add warnings to all your critical subprocesses. You can notify your users that subprocesses are not yet done via in-app alerts, where the process is marked red on the dashboard, by e-mail, or by text message.

The monitoring that can be done in the Dashboard can, to some extent, be automated by using the e-mail reports, allowing you to find missed Controls and handle them immediately and quickly.

You can choose to receive them every morning and/or every week. The report will show you a list of subprocesses that was not done, in the settings you can also select to receive only subprocesses from a specific tag.

You set up the report in the User settings. Choose which frequency you would like to receive the reports: Daily, Weekly, or both, and then add the tag ISAE Controls.

You can also filter the reports on a specific team or category, giving your users the flexibility to create these reports for a specific client, team, and Control.

Under our menu Reports, you will find two standard reports built to help you with your history in Daymi.

The first report, Main Process Performance, gives you an overview of how your Main Process has performed. Add the Tag to your export and you will get a report specifying all processes that contain an ISAE Controls tag.

Here, you can see how specific processes have been performed. For example, if the percentage of Done of ISAE Controls for the process Monthly client reporting is very low, then you need to investigate that process.

To do that, you can use the Subprocess Performance report. This report allows you to break down and analyze specific subprocesses. You can, for example, filter this report by using the ISAE Controls tag and the Process we mentioned above.

This report gives you a detailed breakdown of all subprocesses, dates, and comments for all subprocesses you filter for.

To further develop your monitoring, you can export all subprocess data from Daymi using our Audit Trail export. This data is available in .csv format and can be uploaded to data visualization tools or spreadsheet software for further analysis.

Examples of usage of the data from our clients:

Since Daymi stores all changes, it can be used in Audits. This means that a status update and a comment in Daymi could be used as a sign-off for all your subprocesses. Many of our clients remove the need for physical signatures after introducing Daymi. This also means that when your auditor asks for a list of what has been done in the last year, you can use the Audit trail export to give them a full list of the processes that were done and show when and by whom.

Since Daymi can host your work descriptions, tell you what to do and who is responsible and produce the evidence that it was done, it becomes a hub for all your Operations. This increases your Operational Resilience, which means that you have a solid foundation to withstand external factors like COVID-19, power or internet outages at the office, or similar events because no matter what, Daymi is available and ready to help all your staff come together and make sure the critical processes get done.