This document describes a web-based tool for conducting privacy impact assessments. It allows project teams and compliance teams to identify and manage privacy risks associated with projects and changes. Key features include an initial survey to assess privacy risk, a full privacy impact assessment for higher risk projects, and a risk register to track mitigation of identified risks. The tool aims to provide an effective and collaborative solution for privacy risk management throughout a project's lifecycle.
Ensuring Technical Readiness For Copilot in Microsoft 365
Web-based PIA Tool for Privacy Risk Management
1. Privacy impact assessment
A web based tool for Privacy/Legal/Compliance teams to engage
projects and changes to their organisation
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By
Ben Oguntala
Ben.oguntala@dataprotectionofficer.com
www.dataprotectionofficer.com
2. Introduction
Project manager or business units -
Start cycle can create a project and manage the
progress of their project through its
milestones and can oversee how all
its risks are identified and managed.
Engage
Approval
project team
Privacy/legal/compliance - can
interface with the project team and
have new projects, changes or
business unit ideas assessed for risks
and provide resolution.
Privacy Risk Complete This solution is a web based, effective
management survey and collaborative solution for privacy
risk management. It allows for an
effective business process that allows
Privacy
both the project management teams
impact and compliance teams to address
assessment project privacy issues as it progresses
through its lifecycle.
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3. Privacy impact assessment cycle
3rd party
Detail Privacy impact assessment
Privacy
Business unit Med & policies
high risks
Information
Project asset
1 2 4
management Data PIA
security
5
Log on to PIA initial
PIA tool survey
Change ISA
request team 3 6
Contract
Low risk
register
register
Privacy
Project
Risk
1 PIA tool will be located on your intranet , accessible by all business units and Project Managers
2 PIA initial survey will be completed by projects and risk assessed. You can customise your PIA initial survey
3 Projects that score Low on the PIA Initial survey will have low privacy impact and be stored in the register.
4 Projects that score Medium or High will require a full Privacy impact assessment by the compliance team
5 Projects will be rated after their detailed PIA, those with mitigations = Low and those without Med/High
5 Privacy risk register will contains all the projects with risks associated awaiting review and resolution.
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4. Process overview
Capturing project/change privacy risk management lifecycle
Risk assurance
Privacy/compliance team Forum
3rd party
Privacy Risk Risk
Project policies Acceptance review
PIA form (online)
form
Privacy Risk
mitigation
Engagement
Information
Change asset
Suppliers Data
security
register
Business
Privacy
Risk
units ISA
Contract
register
Project
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5. Privacy project engagement solution
overview
Project Privacy Risk
Project Business
management Compliance assurance
manager analyst
office or Legal forum
Project
register
Project Project PIA initial Risk
Manager PIA
Risk
registration documentation survey mitigation
allocation
acceptance
Risk review
form
Risk
register
Project
A simple web based tool that capture changes to your organisation’s framework providing a
consolidated platform to manage potential risks to your estate.
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6. The key participants
Privacy
Programme Project Privacy Impact Risk Assurance
compliance or
management management Assessment forum
legal
Light touch
Project Project Senior
PIA survey option (Fast
approval management management
track)
Privacy
Change PIA project
Project team impact Risk Register
approval allocation
assessment
Supplier or Project Risk
Project PIA
business unit Milestone acceptance
milestone stakeholders
approval Gate approval form
Project
Risk
funding Risk review
identification
control
The web based tool ensures that the key participants are engaged and the business processes
ensures a consistent approach to all projects/changes.
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7. The business process
SPMB RAF
Privacy
Sys admin Programme Project office Risk consultant Risk Assurance
manager
office forum
Assess
Project project risk Accept Review
System allocation to survey assigned project risk
administration Project PM projects register
initiation results
SPMB Assess Risk
(Programme Upload Privacy
Project cost resource project and acceptance
office) users code project
allocation carry out form
allocation details
risk approval
assessment
Privacy Project
Legal/Compliance Handover to Update
project privacy Find risk
project management
resources mitigations
RAF management Periodic
(Risk Assurance Assign review of the
Forum) projects to Raise project risk register
Complete
Users risk risk in the
FRS survey
consultant risk register
The tool ensures that the business process engages the right units at the right time and
ensures that there are no redundant or neglected elements within the operation.
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8. snapshots
Initial PIA Survey with
Score
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9. Project
register
Project Project PIA initial Risk
Privacy
Manager PIA
Risk
registration documentation survey mitigation
allocation
PIA
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10. The lifecycle
Project
register
Project Project PIA initial Risk
Privacy
Manager PIA
Risk
registration documentation survey mitigation
allocation
For more information about implementing
Privacy Impact Assessment for your projects
please contact:
Ben Oguntala
Ben.oguntala@dataprotectionofficer.com
07812 039 867
www.dataprotectionofficer.com