BIA and Plan Expiry Notifications

Objective

This SOP outlines the steps to set up email notifications for the expiry of plans and Business Impact Analyses (BIAs) in the Battleground system.

Key Steps

 

1. Access Expiry Notification Settings 0:00

• Open the Battleground application.

• Navigate to the settings for plan expiry and BIA expiry.

 

2. Configure Expiry Notification Options 0:18

• Select the expiry options for plans and BIAs.

• Choose when the notifications should be sent out.

 

3. Set Email Notification Frequency 0:30

• Tick the option for receiving email notifications.

• Specify the total number of emails to be sent:

  • 1 email on expiry.

  • 2 emails: one on expiry and another after one month.

  • 3 emails: one on expiry, one after one month, and another after the second month.

 

4. Understand the Notification Timing 1:21

• Determine how often you want reminders to be sent after the initial notification.

 

5. Check Expiry Status at Midnight 1:33

• The system checks for expired plans every night at midnight.

• Expired plans will trigger email notifications to the BIA owner.

 

6. Set Expiry Date for BIA 2:00

• To set the expiry date for a BIA, click on the clock icon.

• Enter the date and time when the BIA was published.

 

7. Add Published Date Column 2:13

• If the 'pub published at' column is not visible, add it using the column chooser.

 

8. Set Expiry Date for Plans 2:29

• Inside a plan, locate the status area to find the published date and by.

• Click the clock icon to set the expiry date.

 

9. Save Changes 2:41

• After setting the expiry date, press save to apply the changes.

 

10. Review Notification Email Format 3:02

• Understand the format of the notification email:

  • Sender: Battleground

  • Content: Includes a reminder to review plans or BIAs and a direct link to the document.

 

11. Seek Assistance if Needed 3:27

• If you need help setting this up, reach out for guidance.

Cautionary Notes

• Ensure that the expiry dates are set correctly to avoid missed notifications.

• Regularly check the notification settings to ensure they are up to date.

Tips for Efficiency

• Set reminders for yourself to review the expiry settings periodically.

• Use the column chooser to customize your view for easier access to important information.

Link to Video