Conduct an assessment

You can conduct assessments on the assets within your Collibra Data Intelligence Platform environment.

Typically, you onboard an asset and then conduct an assessment on the asset. However, you can also conduct an assessment before onboarding an asset. This can be useful in guiding the onboarding process.

This topic describes how to conduct an assessment both with and without a specific asset.

Important 

In Collibra 2024.05, we've launched a new user interface (UI) for Collibra Data Intelligence Platform! You can learn more about this latest UI in the UI overview.

Use the following options to see the documentation in the latest UI or in the previous, classic UI:

Note  The Governance checkbox in the template used in an assessment determines which button (Complete or Submit) is shown when conducting an assessment.
  • The Complete button is shown if the Governance checkbox is not selected. This means that no Assessment Review asset is created in your Collibra environment.
  • The Submit button is shown if the Governance checkbox is selected. When you submit an assessment, an Assessment Review asset is created in your Collibra environment.
Note  The Governance checkbox in the template used in an assessment determines which button (Complete or Submit for Review) is shown when conducting an assessment.
  • The Complete button is shown if the Governance checkbox is not selected.
  • The Submit for Review button is shown if the Governance checkbox is selected. When you submit an assessment, an Assessment Review asset is created in your Collibra environment.

Before you begin

  • You have a global role that has the following global permissions:

    • Assessments > Conduct assessments
    • Assessments > Manage templates
    • You have a resource role that has the Asset > Add and Attribute > Add resource permissions on the domain or its community, for example Business Steward.

      Dora Portman is going to submit an assessment. Dora has the Data Protection Officer resource role for the Assessments Review Register domain. The Data Protection Officer resource role gives her the permissions she needs to add assets and attributes in that specific domain..

      Responsibilities tab of the Assessment Review Register domain

    • You have a resource role that has the Asset > Add and Attribute > Add resource permissions for the domain (or its community), for example Business Steward.

      Ron Bosco is going to submit an assessment. Ron has the Data Protection Officer resource role for the New Assessments domain. The Data Protection Officer resource role gives him the permissions he needs to add assets and attributes in that specific domain.

      Responsibilities tab of the Assessment Review Register domain

    Important The following must be true for the domain (or its community) that is specified when submitting the assessment.
    • At least one user is assigned the Business Steward resource role.
    • The Business Steward has a global role with the Workflow > Participate in Workflow global permission, for example AI Business User or AI Legal Reviewer.

Steps

  1. Open Assessments.
  2. Enter the required information.
    FieldDescription
    Select Template

    Select the template that you want to use for your assessment.

    Tip This field contains a list of published templates.

    To conduct an assessment with a specific asset:
    Select <asset type>

    Select the asset that you want to assess.

    Tip This field contains assets of a specified asset type. If an asset type has not been specified for the selected template, this field is empty.
    To conduct an assessment without a specific asset:
    <asset type> not yet availableSelect this checkbox.
    Describe what you want to assessEnter a description of what you want to assess.

  3. Click Start.
  4. Respond to the assessment questions.
  5. On the Properties tab, set the assessment permissions:
    1. In the View Permissions subsection, select one of the following options:
      • Everyone: The assessment will be visible to everyone.
      • Only Owner and Assignees: The assessment will be visible to only you and the assignees that you select in the Assignees field.
    2. In the Permission to View subsection, select one of the following options:
      • Everyone: The assessment will be visible to everyone.
      • Only Owner and Assignees: The assessment will be visible to only the owner and the assignees that you select in the Assignees field.
    3. In the Edit Permissions subsection, in the Assignees field, select the names of the users to whom you want to provide the ability to view or edit the assessment.
      Tip For more information about the permissions that the assignees have, go to Assessment permission details.
    4. In the Permission to Edit subsection:
      • In the Owner field, select the name of the user to be the owner of the assessment.
      • in the Assignees field, select the names of the users to whom you want to provide the ability to view or edit the assessment.
      Tip For more information about the permissions that the assignees have, go to Assessment permission details.
  6. Do one of the following:
    • Click Save draft.
    • Click Complete, and then, in the Complete assessment dialog box, click Confirm.
      The status of the assessment shows Completed.

    • Click Submit. Then, in the Submit assessment dialog box, select the domain in which you want the Assessment Review asset to be created, and then click Submit.

      Tip  In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.

      The status of the assessment shows Submitted. Click View submission to view the Assessment Review asset.

    • Click Save.
    • Click Complete, and then, in the Complete This Assessment dialog box, click Complete.
      The status of the assessment shows Completed.
    • Click Submit for Review. Then, in the Submit This Assessment dialog box, select the domain in which you want the Assessment Review asset to be created, and then click Submit.
      Tip In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.
      The status of the assessment shows Submitted for Review, and the Open the Review Asset button is shown to enable you to view the Assessment Review asset.
  1. Open Assessments.
  2. In the Conduct an Assessment section, enter the required information.
    FieldDescription
    Assessment Template

    Select the template that you want to use for your assessment.

    Tip This field contains a list of published templates.

    Does the Asset Exist in Collibra?

    Important This field is shown only if a specific asset type is associated with the selected template. For more information, go to Asset type in a template.

    To conduct an assessment with a specific asset:

    1. Click Yes.
    2. In the Asset field, select the asset.

    To conduct an assessment without a specific asset:

    1. Click No.
    2. In the Assessment Name field, enter a name for the assessment you are conducting.

    Assessment Name

    Important This field is shown only if no asset type is associated with the template. For more information, go to Asset type in a template.

    Enter a name for the assessment you are conducting.


  3. Click Conduct Assessment.
  4. Respond to the assessment questions.
  5. On the Properties tab, set the assessment permissions:
    1. In the View Permissions subsection, select one of the following options:
      • Everyone: The assessment will be visible to everyone.
      • Only Owner and Assignees: The assessment will be visible to only you and the assignees that you select in the Assignees field.
    2. In the Permission to View subsection, select one of the following options:
      • Everyone: The assessment will be visible to everyone.
      • Only Owner and Assignees: The assessment will be visible to only the owner and the assignees that you select in the Assignees field.
    3. In the Edit Permissions subsection, in the Assignees field, select the names of the users to whom you want to provide the ability to view or edit the assessment.
      Tip For more information about the permissions that the assignees have, go to Assessment permission details.
    4. In the Permission to Edit subsection:
      • in the Assignees field, select the names of the users to whom you want to provide the ability to view or edit the assessment.
      Tip For more information about the permissions that the assignees have, go to Assessment permission details.
  6. Do one of the following:
    • Click Save draft.
    • Click Complete, and then, in the Complete assessment dialog box, click Confirm.
      The status of the assessment shows Completed.

    • Click Submit. Then, in the Submit assessment dialog box, select the domain in which you want the Assessment Review asset to be created, and then click Submit.

      Tip  In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.

      The status of the assessment shows Submitted. Click View submission to view the Assessment Review asset.

    • Click Save.
    • Click Complete, and then, in the Complete This Assessment dialog box, click Complete.
      The status of the assessment shows Completed.
    • Click Submit for Review. Then, in the Submit This Assessment dialog box, select the domain in which you want the Assessment Review asset to be created, and then click Submit.
      Tip In the Domain field on the Submit asssessment dialog box, only the domains of the Assessment Review Register domain type are shown.
      The status of the assessment shows Submitted for Review, and the Open the Review Asset button is shown to enable you to view the Assessment Review asset.

What's next?