Seven Ways to Automate GRC Systems

CIO Applications| Monday, June 21, 2021

Deployment can be done in stages, with regular users getting access first, followed by everyone else. It's also a good idea to ask users for input after using the system for a few days.

Fremont, CA: It may be time for GRC automation if your IT business is manually managing its governance, risk, and compliance program with spreadsheets. Alternatively, if it is already utilizing a GRC automated tool but is dissatisfied with it, it may be time to upgrade or replace the system entirely.

Here are seven steps to automate GRC systems:

Planning phase

Gather data to help you set the criteria for automating GRC tasks. Interview current GRC analysts to better understand how GRC is now carried out and then determine the ideal condition for GRC management. In addition, conduct interviews with members of the IT team who are actively utilizing data from existing GRC initiatives. Determine what additional information each individual needs, as this will be used to define the GRC system's specs for the new or updated system.

Analysis phase

This phase examines the difficulties associated with reaching the degree of GRC performance required by the company once the base data on GRC activities have been discovered. These requirements become the GRC system's design criteria.

A system built to assist GRC functions might be a smart investment for established or new GRC initiatives. Look for systems that can collect and analyze a wide range of controls and data before displaying them on a simple dashboard. Report writing is extremely vital, especially when presenting results and suggested actions to senior management.

Design phase

This step is especially crucial if the organization is developing its own GRC software because the criteria previously stated will dictate the GRC system's design, platform, inputs and outputs, UI, and other rules. If a commercially available GRC automation solution is likely to be used, the design requirements might be included in the request for proposal or quotation. System management, maintenance, and performance monitoring are other design considerations.

Build phase

Once the design criteria have been agreed upon, a project team has been formed, and a project plan has been prepared, this phase will begin. If this is a self-funded project, programmers and analysts will be required, and their availability must be considered into the overall project schedule. Unless a separate R&D department with its own infrastructure is available, processing facilities must be arranged, and many other tasks, such as testing time, must be expected. If an off-the-shelf GRC product is being evaluated, none of these procedures are required. Still, firms can utilize this time to further study the selected product before testing and implementation to detect any potential difficulties.

Testing phase

The most crucial phase is completing system acceptance testing before moving into production. This is when the new technology, whether homegrown or purchased commercially, is tested in a near-production setting to see how it works and doesn't work.

Deployment phase

Companies should train primary users, make necessary announcements, and brief IT leadership and senior company management before testing are done and the system is ready for distribution. Create a deployment schedule, then stick to it. IT resource management is critical in this situation because it guarantees that the IT infrastructure is prepared for the new GRC application. Deployment can be done in stages, with regular users getting access first, followed by everyone else. It's also a good idea to ask users for input after using the system for a few days.

Maintenance phase

Management and maintenance modes should be implemented after the new GRC system has been put into production. Using the company's existing change management process, create metrics to assess performance, set patching schedules, and make modifications. Schedule quarterly assessments with the systems administrator(s) to guarantee compliance with the performance indicators, such as KPIs, once they've been developed.