Current measures

In HITGuard, Measures represent tasks. They allow you to document long implementation periods and the steps involved in implementation. Experts and professionals can view all measures in the active management system that exist in the current analysis period under “Measures → Current measures". This includes measures that have not yet been completed as well as measures that have been completed in the current analysis period.

Traffic light:

The 'traffic lights' displayed to the left of the measures provide information about the measure and its deadline. Red lights indicate measures that need to be implemented as soon as possible. You can sort measures in the grid according to the traffic light color. The sorting order is then based on urgency (in descending order, this is red - orange - green - gray).

Meaning of the colors:

Color	Analysis period-based traffic light control	Deadline-based traffic light control
Green	The measure is within the time limit.	Time from measure creation to X days before/after deadline.
Orange	The measure is one analysis period past the deadline.	Time from the end of green to X days before/after deadline.
Red	The measure is several analysis periods past the deadline.	Time after the end of orange
Gray	Independently of the traffic light controls: The measure is in the state Submitted/Suspended/Planned/Canceled/Rejected.
Color of completed measures	The color of completed measures reflects if it was completed in time (green) or late (orange or red). With deadline-based traffic light control, this color can be changed by modifying the completed on-date prior to the measure becoming read-only (creation of successor analysis period). With analysis period-based traffic light control, the color does not change.

Meaning of the symbols:

Check mark: The measure has been completed.
Plus: The measure was added in the current analysis period.
Circle: The measure was added in an older analysis period.

Create/edit measures

When creating a measure, make sure that you have the correct management system selected. Measures can only be created for the management system that is currently selected (look for the selection at the top left of the screen). The progress reports for the action are then classified in the analysis periods of the management system. This means that the analysis period can only be transferred once all progress reports have been processed and accepted.

To create a new measure, click on the "plus" button.

To edit an existing measure, double-click the desired measure.

The following section describes the characteristics of a measure.

OrgUnit: Here, you enter the organizational unit in which the measure is to be implemented.

Code: The code gives the measure a string that helps you to find it again later. It is generated automatically if you have configured automatic abbreviation generation in the management system.

State:

Planned: The measure has not yet been released. This may depend on the budget or on an audit. Since it is not yet certain whether it will be implemented, it does not show up under "My Tasks" in the responsible person's menu.
Open: The measure is currently being implemented, but has not yet been fully implemented.
Submitted: The measure was proposed and not yet released.
Suspended: The measure is suspended until further notice and will not be implemented for the moment.
Completed: The measure has been implemented and reviewed.
Canceled: The measure was canceled and will not be implemented anymore.
Rejected: The measure was submitted and not approved for implementation.

The state of a measure can be changed manually by experts and professionals of the management systems (e.g., from "Open" to "Suspended"), unless there is a pending progress report.

Completed on: The date on which the measure was implemented. You can find further details below:

Name: Here, you should briefly describe what topic the measure deals with.

Description: In the description, you should explain the measure and indicate what steps are necessary to implement it.

Detected at the event:

Here, you can enter why you found a measure necessary. This may have happened, for example, in the context of a meeting.
If a measure is created from a review, this field is filled with the name of the review. If a measure is created from a risk/an opportunity/an impact, this field is filled with its name.

Detected at the event:

Here, you can enter why you found a measure necessary. This may have happened, for example, in the context of a meeting.
If a measure is created from a review, HITGuard will enter the name of the review in this field. If an action is created from a risk, an opportunity, or an impact, this field is populated with its name.

Planned costs/actual costs: Here, enter what costs are to be expected in the implementation of the measure and what was actually spent.

Detected on:

Here, you enter at what time the need for this measure was recognized.
If a measure is created from a review, this field is pre-filled with the start date of the review.

Start date:

Here you can enter when the implementation process should begin. It may already be clear that the measure must be implemented, but due to other, more urgent issues, implementation is only planned for the next quarter.

Deadline:

Here you can enter until when the measure should be completed. The reminder e-mail you can configure under Measures > Settings will inform the responsibles in time.

Mentioned deadline:

The 'mentioned deadline' shows when the action should ideally be completed. This can be the same date as the deadline, but can also be set earlier to allow for a time buffer. If you activate it under Actions > Settings, the mentioned deadline is a mandatory field. In the course of a progress report, the person responsible can also change the planned date if the implementation of the action takes longer or is completed faster.

Delayed:

This allows measures to be marked as postponed. If the mentioned deadline is enabled and you change it for an existing measure, the "Delayed" indicator is automatically suggested by HITGuard.

Rescheduled:

This option enables rescheduling of a measure. If the measure is marked as "Rescheduled" and the deadline is adjusted accordingly, then in an analysis-period-based traffic-light control the traffic light for the measure is reset to green.

Risk reduction:

This flag can be set for partially implemented measures that already have a risk-reducing effect. It only affects the progress report, where it is shown, and will be automatically removed again in the next analysis period.

KO criterion:

This marker marks measures in progress reports as particularly critical.

Corrective and improvement measures:

This allows measures to be designated as intended to correct or improve a circumstance. In the overview of current measures, one can filter by this, and this is shown in reports.

Responsible: Here, you enter the users or teams who are responsible for the implementation of the measure.
If expert orprofessional users request a progress message,then HITGuard will ask the responsible users to provide feedback about the implementation.

ID in third-party system: By this ID the measure can be updated by an import of a measure via the REST API. For this, the ID must match the ID of the measure of the import. This field should only be set manually if the measure actually originates from a third-party system, but was already created manually before an import and is to be updated by imports in the future.

Norm mapping: Here, you can map the measure to a standard. In some cases this Field will be pre-filled by HITGuard:

When creating a measure from a template, the template's mapping is adopted.
When creating a measure in the course of a review, the mapping of the review question/result is adopted, if set.
When creating a measure within a risk (tab Measures & controls), the mapping of the risk is adopted, if set.
Note: Mappings from the review question/result or the risk are overwritten if a template is used for creation.

Effectiveness test :

If an effectiveness test is to be performed for this measure, the measure or control for testing can be linked here.
If no effectiveness test has to be carried out, you can state why it is not necessary.

Attachments: Here, you can upload files that are needed for the implementation of the measure.

Implementation date "Completed on":

The field is empty as long as the measure is in the state "Planned", "Open", "Suspended", or "Canceled". When a measure is fully implemented and thus changes into the state "Completed", the field becomes a mandatory field.
Options for filling in the field:
- Usually: The responsible person sets the date when they return the progress report and the expert/professional accepts it. The date set by the responsible is applied.
- The expert/professional automatically sets the date when accepting the progress report without the responsible having pre-filled a value. The date of accepting the report is applied.
- The expert/professional manually sets the date when a measure is moved into the state "Completed" without reported progresses.
Expecially when using long analysis periods where progress reports for measures aren't requested often or when recording of implemented measures after the fact, this field offers helpful input for analyses and reporting.

Optional measure properties: All other options are optional and must be configured by an expert. (see Administration → Global Settings → Optional measure settings for the preconfiguration of the settings).

links

If a measure is assigned to a risk or a processing activity, this link is displayed in this tab.

Important: This tab is only visible if the action is associated with entities.

Clicking on the blue link opens the respective entity.

Note: If the entity is not displayed in blue, then you lack the authorization to view it or it is in another management system.

Progress reports

if you scroll down on the edit measure page, you will seeall previous progress reports displayed below the measure. (see progress reports).

Note: The date for progress reports that were requested, the date is shown with "Requested on" and "Requested:". In the case of proactively sent progress reports, the date is instead shown with "Reported on" and "Reported:".

As an expert, you can also edit the last progress report here. This action, however, will be documented and displayed on the progress report.

There are the following situations in which it makes sense to process a progress note:

The progress note is to be closed because a response was not submitted by the deadline.
The progress note is to be closed because no agreement was reached and you are now deciding how to evaluate the measure.
The progress report has already been accepted, but should now be supplemented again (for example, one more piece of evidence has been sent)

The person responsible and, if applicable, the person it was delegated to are informed by e-mail that the progress report has been processed in "Processing mode for authorized persons".

The progress report is thereby set to the status "Answered" and must be accepted again.