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BarnOwl

1. How do I rearrange my organisational structure?
2. How do I capture a risk incident?
3. When opening BarnOwl an error message saying “Cannot contact server” is presented OR “Unable to check version. Proceeding to load BarnOwl”
4. How do I install an offline database?
5. User is getting an error that “userkey” count not be logged on to Enterprise Risk Management
6. User is getting an error that “userkey” could not be logged on to “module”. This account has been suspended. Please contact your System administrator for assistance.
7. User is getting an error “Login Failed. Current application version (x.y) and database version (a.b) do not match”
8. BarnOwl emails are not being received by the intended recipients
9. Users are unable to edit a field on Action Plans, Risks or Risk Incidents. Locks are showing next to the fields.
10. There is a “Lock” button on all of the registers, what does this do?
11. I want to load a new user onto the system and am not sure on how to do this
12. How do I backup my offline database?
13. How do I restore a backup of my offline database?
Restoring a backup

14. Inherent ratings are disabled in Internal Audit
15. I am unable to edit the control description and other fields on an existing control from ERM in the Audit module
16. How do I undo the check-out status of an item assigned to an auditor?
17. I am performing a workshop and my “Turning Point” devices are not being recognized
18. New risks and controls added in Risk Management after the creation of an audit project are not showing in the PFO
19. How do export my heatmap or rainbow registers to another format for Reporting?
20. The PFO is disabled and I am unable to click anywhere on it
21. I cannot open attachments in BarnOwl Web Interface
22. The “Edit” button on an action plan is disabled
23. How do I delete a project? The Delete menu is disabled
24. The BarnOwl Web interface is not working correctly on my iPad / tablet or phone
25. I am getting a message stating that the application key has expired
26. How do I change the risk colour setup to align with our methodology?
27. How do I view custom fields in the registers?
28. Text appears to be cut off on my screen
29. I synchronized offline but nothing is showing in the PFO.
30. When creating a project, units are disabled and I cannot select them.
31. How can I email a copy of an Internal Audit report to a non BarnOwl User?
32. The system allows a user to set the status of an action plan to 99% but the system does not enable the user to change this to 100%.
33. We are having problems accessing the link to which users need to respond and document the action plans
34. Due date emails are being sent out for closed Action Plans
35. How do I add resources to an existing audit project?
36. I would like to synchronize my BarnOwl user list with the active directory.
37. How do I delete / remove an owner off an item?
38. How do I move a batch of risks from one category to another?

1. How do I rearrange my organisational structure?

Moving a Unit into another Unit

Select Unit – Hold in cursor and drop into preferred Unit (note that all objectives will be set to local and unlinked.

Copy Unit to another Unit

  • Select Unit to copy
  • Select CTRL key and select the unit you wish to copy the unit beneath
  • Drag and drop into next Unit
  • Unit will be copied into new unit – It will be marked with (Copy)

2. How do I capture a risk incident?

A Risk Experience or Loss Event can be captured by using the context menu on the risk register (Capture → Risk Incident) while a risk is selected, or through the main menu. You can also capture a new Risk Incident to a risk by clicking New → Risk Incident from the Risk capture screen.

Three standard incident types exist (Loss Event, Consequence, Risk Experience). An administrator is also able to capture an unlimited number of custom incident types e.g. Burglaries, Robberies, Tip-offs. Please refer to the “Risk Incident Quick Start Guide” manual for more information.

3. When opening BarnOwl an error message saying “Cannot contact server” is presented OR “Unable to check version. Proceeding to load BarnOwl”

This error message is presented when BarnOwl’s automatic updater (Deployer) is not able to reach the Deployer server.

This is usually an issue that your IT Department will need to assist you with as the troubleshooting is technical.

  • Open the “DeployerLog.log” file which is created in the folder in which the Deployer was installed to. This file logs all activity by the Deployer and as such will list any exceptions it encounters. This will give you a much clearer idea of what the problem may be.
    For example, if the Deployer is unable to connect to the Deployer Server the following error will be logged in the log file:
  • Corrective measures can then be taken according to the issue logged. Deployer settings can be adjusted in the “Deployer.exe.config” file which resides in the folder in the Deployer was installed to.
  • It is likely that the “WebLocation” is not set correctly to point to the deployer server in your organisation. Attempt to access the URL in the “WebLocation” setting in the config file in your browser
  • It is also possible that your firewall is blocking access to the Deployer server, and if not to the server, to the files that the Deployer process needs to download (namely BarnOwlEvolution.zip, Deployer.zip, scripts.zip)

4. How do I install an offline database?

When BarnOwl is installed at your premise, your IT and /or business champion(s) are left with an installation CD. On the installation CD there is a folder called “Offline (SQLEXPRESS)”. Open this folder and follow the steps below
Step 1:
Copy the files off the CD and save them in a temporary location on your computer
Step 2:
If you are using a 64 bit Operating System, double click “Install X64.bat”. If you are using a 32 bit Operating System, double click “Install.bat”. If you are unsure, please contact your IT department to assist you.
Step 3:
Follow the SQL express wizard if it is launched. When the installation is complete the text in the black box that is launched should read “The installation is now complete. Press any key to continue”.

5. User is getting an error that “userkey” count not be logged on to Enterprise Risk Management

User is getting an error that “userkey” count not be logged on to Enterprise Risk Management
Possible explanations for this could be:
– You do not have associated BarnOwl login
– You do not have have permissions to log to the application
Please contact system Admin for assistance.

This error occurs for one of the following reasons:

  1. BarnOwl does not have an associated user in the BarnOwl database associated with the user key attempting to log in.
    1. In this case, please contact your BarnOwl administrator. Inform them that you need to be captured as a user on BarnOwl.
    2. If your BarnOwl administrator is not aware on how to perform this task; please refer to the BarnOwl Administrator manual where it details how to add a new user.
  2. Your name has changed in the company and BarnOwl has not been updated
    1. If for example you have changed your name (e.g. married), the BarnOwl database may still be referencing your old name and the system will not have an associated user with your new name.
    2. In this case, please contact your BarnOwl administrator. Inform them that they need to change the user key for your old account to your new user name.
    3. If your BarnOwl administrator is not aware on how to perform this task; please refer to the BarnOwl Administrator manual where it details how to edit an existing user.
  3. You have an account on the system; but the account has not been granted access rights to open the selected module.
    1. In this case, please contact your BarnOwl administrator. Inform them that you are attempting to access the specified module and that you need permissions to do so.
    2. Should your licensing agreement allow for another license for the module to be activated, your administrator should be able to perform this task. Alternatively additional licences may need to be purchased from BarnOwl.

6. User is getting an error that “userkey” could not be logged on to “module”. This account has been suspended. Please contact your System administrator for assistance.

This error will occur when a user has been locked out of the system. This user may have been locked out for any of the following reasons:

  1. They have not logged onto the system in a defined period of time as set up by system parameters
  2. Password expired and was not changed in a defined period of time set up by system parameters
  3. The wrong password was entered for the account more than 3 times or number of times set up by system parameters

To resolve this issue, the system administrator needs to unlock the suspended account. To do this, your administrator would double click on the suspended account in the Security section in the Server Management Console, and reset the account to “Active”. If the user only accesses the open modules in BarnOwl then the account can safely be set to “Inactive”, whereby the user will still have access to the web modules without occupying a named license.

7. User is getting an error “Login Failed. Current application version (x.y) and database version (a.b) do not match”

Possible cause 1: Cannot contact Deployer server to update application:
This error occurs when the application has not been upgraded to match the database. This is usually as a result of your deployer not being able to connect to the deployer server in order to upgrade the application.
If, when loading BarnOwl, you see a message saying “Unable to check Version. Proceeding to load version” as displayed below, please check your Deployer settings as described in FAQ point 3.

Possible cause 2: Attempting to log into offline database
If the database version is empty in the error message i.e. the error message reads “Login failed. Current application version (7.0) and database version () do not match”:
This error occurs when the offline database on your computer is either not installed, or you do not have SQL EXPRESS Administrator rights to access the database.

Case 1: No offline database:
To install the offline database, please contact your BarnOwl IT or Business champion. Refer to point 4 in FAQs.

Case 2: SQL Express installed with no SQL admin permission
Unfortunately in this case you need to uninstall and re-install SQL express, setting yourself as a SQL administrator, and then reinstall the offline database. Refer to point 4 in FAQs.

8. BarnOwl emails are not being received by the intended recipients

If your BarnOwl emails are not being delivered by the recipients please check the following:

  • Check that the email addresses for the users are set up correctly against their user profile in the Server Management Console (administrators)
  • Check that the emails are not being sent to “Junk Mail”
  • Ensure that the appropriate emails are enabled to be sent in the Server Management Console
  • Ask your IT department to check that the “From” email address in the email template setup is correct (Refer to Administrator manual for email template setup)
  • Ask your IT department to check if the BarnOwl Windows Service is “Started”. If it is not started, the Windows Service needs to be started. (Service name: BarnOwlEvolution)
  • Ask your IT department to open the Service Log file which could contain more information as to any errors in the email process. The log file is called “IDI.Evolution.WinService.Log” and is found in the executing directory of the BarnOwlEvolution service.

BarnOwl has a reassignment wizard that will allow you to move all or specific items assigned to one person to another. This is an administrative task which your BarnOwl System Administrator should be able to carry out.
Step 1: From the server management console, select the “Security” tab and click Security Members → Users

Step 2: Right click on the user who is leaving the company or whose items you wish to reassign and click “Reassign Items”

Step 3: Either reassign all items to one other user by selecting the “reassign all to” drop down or individually assign each item to another user by enabling the drop down in the “reassign to” column:

Step 4:
Follow the wizard and repeat for all items where the selected user is assigned.

9. Users are unable to edit a field on Action Plans, Risks or Risk Incidents. Locks are showing next to the fields.

If a field is disabled and there is a lock icon on the capture screen, the field is disabled due to Field Level Permissions being enabled on that screen and the user who is accessing the screen is not set to the owner type required to have permission to edit that field.

If you feel this is erroneous, please contact the BarnOwl champion / administrator and ask them to look at the field level permissions on the risk, action plan or risk incident and check what owner type has been set to have access to that field in question.

For more information on Field Level permissions, refer to the Administrator manual.

10. There is a “Lock” button on all of the registers, what does this do?

The lock register button on the registers allows for the register to remain intact with the selected unit’s data whilst changing selected units on the unit structure. This is quite useful when wanting to have a side-by-side comparison of one unit’s risk register against another.

Clicking “Unlock” will then reload the register with the selected unit’s data.

11. I want to load a new user onto the system and am not sure on how to do this

Adding a new user into the system is an Administrative task and is performed by your BarnOwl administrator.

From the server console:

After adding the user’s details, locate the newly added user in the user list and double click the user to set their permissions or add them to the relevant group.

12. How do I backup my offline database?

To enable the backup feature, log into either the ERM or IA modules of BarnOwl.
From the File menu, access Preferences:

Step 1:
Click “Edit” and click the “Settings” tab

Step 2:
Check “Always backup files”. Select a backup location by clicking the “…” button.

Step 3:
Click “Save”
BarnOwl will back up your offline database as you close the application.

13. How do I restore a backup of my offline database?

Note: this is a function that should be performed after consulting your BarnOwl champion.

Note: backups must be enabled in order to make use of this functionality

At times it is necessary to restore a backup over your current offline database. For example, if you have accidentally overwritten data, or for some reason your database has become corrupted.

Restoring a backup

To restore a backup, open the Synchronization module:

Step 1:
To open the BarnOwl synchronisation wizard, double click on the “Synchronisation” icon from the BarnOwl login screen:

This will launch the BarnOwl Synchronisation wizard.

Step 2:
From the “Source” drop down, select “BarnOwl Backup File”

A file explorer will be opened. Select the backup file (.bbf) from your BarnOwl backup location.

Step 3:
Select your current offline database from the “Destination” drop down:

Step 4:
Click “Next” and follow the wizard to the end of the process.

14. Inherent ratings are disabled in Internal Audit

It is currently by design that the inherent ratings are disabled on an existing risk in the Audit module. The reason for this being that the system was designed in such a way that auditors would test controls (adequacy, effectiveness) and then rate the residual rating of the risk, but the risk managers would have identified the inherent ratings of that risk. For newly added risks, the inherent rating can be set.

15. I am unable to edit the control description and other fields on an existing control from ERM in the Audit module

It is currently by design that certain description fields are disabled on an existing risk or control in the Audit module. This is not a permissions issue but rather a system feature that is blocking an auditor from adjusting a description of an item set by management.

16. How do I undo the check-out status of an item assigned to an auditor?

Should you wish to “undo checkout” of an item currently checked out to an auditor, you will need to ask someone with BarnOwl Administrator permissions to perform this functionality.

To undo checkout, click “View → All Checked Out Items” from within an audit project.

Right click on the item you wish to undo checkout for and click “Manage Lock Status → Undo checkout”

Read the warning and click “Yes”

Click “Undo Checkout”

17. I am performing a workshop and my “Turning Point” devices are not being recognized

Step 1: Close and reopen BarnOwl
If you only plugged the receiver in after starting the voting session, you will need to close and reopen BarnOwl and start again.

Step 2: Try plugging in the receiver into a different USB Port

Step 3: Check drivers
Try to uninstall and re-install the receiver from the Windows Device Manager, below are the steps to do this (while the receiver is plugged in):

1. Click on Start -> then Right Click on Computer

2. Select Properties

3. Left click on Device Manager, located on the Left Hand Side of the window

4. Scroll down to Universal Serial Bus Controllers and expand.

5. Right Click on Responsive Innovations RF Receiver and click Uninstall

6. Unplug the receiver and re-plug and let the driver re-install.

If the Windows Hardware Wizard appears when you plug the receiver back into re-install please follow the following steps.

1. Choose “Find the driver from a list or specific location”

2. Browse for the C:\Program Files\Turning Technologies\TurningPoint 2008 folder and click OK

3. If the drivers cannot be found in this location try the following location, C:\WINDOWS\system32\DRVSTORE\ftd2xx_2B5DA476DD38BCAAF4FFD89DC92D59814DE3B528

4. This should locate the drivers and install them for the receiver.

If the Receiver is being recognised as USB Serial in the Device Manager this issue cannot be resolved, the receiver will need to be replaced. Please check the below screenshot for reference to this.

Please note that if the receiver does not come up in Device Manager at all, it is most likely a hardware issue and may require replacement as well.

18. New risks and controls added in Risk Management after the creation of an audit project are not showing in the PFO

If new risks and controls are added into the Risk Register from the Risk Management module they will not automatically appear on the PFO.

Step 1:
From the File → Preferences menu in Internal Audit, click the “Settings” tab.

Step 2:
Check the “Check PFO when loading a project” checkbox

Step 3:
Click Save, close. Unload the project and then reload the project. The PFO should update with the missing items from ERM. Note: Your project may take some time to load, please be patient.

Step 4:
Disable the option you enabled in step 2 and click “Save”.

19. How do export my heatmap or rainbow registers to another format for Reporting?

If you would like to export a heatmap, rainbow or chart from BarnOwl, click the “Export” item on the top right area of the heatmap as highlighted below:

You will then be prompted to enter a location to save the exported file (Word document). Select a location and click “OK”.

When ready the export will appear in your report inbox.

20. The PFO is disabled and I am unable to click anywhere on it

If the PFO is disabled on your Audit Project, this is because you do not have “PFO Access” permissions set against your user profile.

Please contact your BarnOwl administrator and ask them to check the following on your user or group profile:

  • On the relevant unit where you are auditing (top level unit), you have “PFO Access” on your Unit Security settings
  • On the Process Root node under “Process Security”, your profile has been allocated and assigned the “PFO Access” permission.

21. I cannot open attachments in BarnOwl Web Interface

The likely cause of not being able to open an attachment in BarnOwl Web Interface is that the document that is attached is of type “Linked” and the server is unable to access that file. Unfortunately there is nothing that the system can do to open that file. You will need to ask whoever embedded the file to set the file path to a network address (and not C:\ etc) or to choose type “Embedded” when attaching a document.

22. The “Edit” button on an action plan is disabled

If Edit is disabled on an action plan, check the following:

  • You are an owner or originator on the action plan
  • You (or your group profile) have “Write” permission on the unit that the action plan is allocated

23. How do I delete a project? The Delete menu is disabled

Users with permission to delete projects (specific permission set on the process tree and unit tree) are able to right click on the project register and click “Delete”. However, the delete option is only enabled if the project is in the not yet started status.

If the project is already started, load the project and set the status to not yet started and then unload the project. The delete menu option will then be enabled.

24. The BarnOwl Web interface is not working correctly on my iPad / tablet or phone

The current web interface is only designed to work on IE on a computer. BarnOwl is enhancing its product to allow it to render properly on a tablet and this should be made available in Q2 2013

25. I am getting a message stating that the application key has expired

If you receive an error message saying:

The Barn owl application key is not valid for the operation selected
Possible explanations for this could be:
-An application key has not been entered
-The application key has expired
-The application key is not valid for the application selected

This means that your current application key has either expired or that you are not licensed to access the module you are attempting to access. In this case, please contact BarnOwl Support and request a new key (support@barnowl.co.za).

26. How do I change the risk colour setup to align with our methodology?

Please refer to the BarnOwl Administrator manual which details how to set up your colour thresholds and parameters to match your methodology. This is an administrative function usually performed by your system administrator.

27. How do I view custom fields in the registers?

By default, custom fields are not displayed in your registers due to the fact that they do have the potential to slow down the loading of the registers. If you would like to see your custom fields in the registers, you need to enable a preference setting from the File → Preferences setting.

On the menu bar select File – Preferences

After saving, close and reopen the relevant registers and your custom fields should display (either by default on the register or in the field chooser).

28. Text appears to be cut off on my screen

If it appears that text is being cut off on a BarnOwl screen or that controls are not fitting into the page, it is likely that your DPI settings on your computer are not set to 100%. As an example:

To resolve (Windows XP):

  • Right-click an open area of the Windows Desktop and then click “Properties” to open the “Display Properties” window.
  • Click the “Appearance” tab.
  • In the drop down list labeled “Font Size”, select the desired size.
  • Click “OK” to save the change and exit the “Display Properties” window.

Windows 7+:

http://www.sevenforums.com/tutorials/443-dpi-display-size-settings-change.html

29. I synchronized offline but nothing is showing in the PFO.

This is caused because there is nothing checked out to you. In order to work offline, you have to have checked out items to yourself before synchronizing offline.

To resolve this, log on to the online database. Check out the relevant items to yourself and then resynchronize offline.

30. When creating a project, units are disabled and I cannot select them.

The reason that units will be disabled when attempting to create a project is either because:

  • The disabled units do not have the processes that have been selected to audit applied to them
  • You do not have “Create project” permission on the disabled units.

31. How can I email a copy of an Internal Audit report to a non BarnOwl User?

BarnOwl has the ability to email a document/working papers to a user, allow the user to make changes to the document and then replace that document within BarnOwl. This was designed to allow users to pass documents to non-BarnOwl users for review.

Note that this is applicable for all reports added to the PFO as well.

    • Right click on a document/report in the document register.

    • Click on the Email Document button in the context menu. This will open the Email Document screen.

  • Decide who you want to email the document to. You can select a BarnOwl user or users from the drop down menu, or you can manually enter a valid email address in the textbox below the dropdown. Multiple email addresses must be separated with a semi colon (;) .
  • The from address will automatically be filled in to the currently logged on user’s email address. However this can also be entered manually.
  • Press the Send button to send the email.

32. The system allows a user to set the status of an action plan to 99% but the system does not enable the user to change this to 100%.

This is because you have “Strict rules” set up on action plans in the Server Management Console. Please confirm with your System Administrator that this is the intended setup and if not they can alter it by referring to the Administrator manual.
Default Rules:

  • Action plan owners and the originator / Administrators can mark an Action Plan as 100% complete.
  • When an Action Plan is marked as 100% complete, it is still editable.

Strict Rules:

  • Only the following users can set an Action Plan’s status to 100%:
    • The originator of the Action Plan / Person who captured the Action Plan
    • Administrators
    • Owners of an action plan who meet a defined type (e.g. Accountable owners only)
  • When an action plan is set as 100% completed, it cannot be modified by anyone except for the above mentioned users.

33. We are having problems accessing the link to which users need to respond and document the action plans

When attempting to access the BarnOwl Web interface via a link, you get an error message along the lines of “Internet explorer cannot open the page”.

This could occur for the following reasons:

    • You are not connected to the corporate network and are unable to access the server where the BarnOwl Web Interface is loaded.
    • The URL is not set correctly in the Server Management Console. Your system administrator would have to update this URL to be set to point to the BarnOwl Web Interface. This is done by going to the Server Console, clicking “General Setup”, expand “Voting” and click “Voting URL”.

34. Due date emails are being sent out for closed Action Plans

If you would not like the “Due date + x” email notification to be sent out for action plans that are closed, ask the system administrator to perform the following:

  • Open server management console
  • Click general setup
  • Select “Automatic email notifications”

Ensure “Only send mails for open action plans” check box in checked then save changes.

35. How do I add resources to an existing audit project?

To add resources onto an IA project follow these steps:

Step 1: Select the top most node (project title)

Step 2: Select Capture → Project Detail → Project resource from the menu

Step 3: Double click the resource to add to the project and click OK

36. I would like to synchronize my BarnOwl user list with the active directory.

BarnOwl can integrate with your company’s active directory, saving you the time of capturing user information manually. You can choose to sync your entire active directory or import select users from the active directory into BarnOwl.

LDAP Integration settings are found under the Security tab in the Server Management Console.

Keep BarnOwl in sync with entire LDAP directory

This option will periodically check the LDAP directories which have been configured. When it detects that new users have been added to the LDAP directory, the new users and all their relevant details will be imported into BarnOwl. Likewise, if a user has been removed from a specific LDAP directory, the user will be removed from BarnOwl.

Note: Users are imported without any permission.

Keep Imported users in sync with LDAP directory

This option will periodically check the LDAP directories which have been configured in order to ensure that user details previously imported from the LDAP directory are up to date. This includes fields like first name, last name and email address.

Note: This setting will not import or delete users from BarnOwl.

Automatically assign Web Vote/Action plan permissions to new users

Users who are added into BarnOwl through the LDAP synchronisation option mentioned in point 1 above are automatically given web vote and action plan permissions when this option is enabled.

Map manually captured users to LDAP directory base on email address

When enabled, this option will try and map users that are manually captured in BarnOwl to users in the configured LDAP directories based on the email address. If a match is found, the user will be kept in sync with the user in the LDAP directory as per point 2 mentioned above.

37. How do I delete / remove an owner off an item?

To remove an owner from an element (i.e. Risk, control, action plan), open the capture screen for that item, click “Edit” and select the “Owners” tab.

Right click on the owners tab and click “Owners”

Select the owner to remove and click the “UP” arrow:

38. How do I move a batch of risks from one category to another?

If you are restructuring your risks and would like to move a batch of risks from one category to another, you can do so by using the “Move Category” utility in the Server Management Console (Note: Administrator permissions are required)

To move all risks from one category to another, follow these steps:

    • Select the “Move Category Utility” option from the “Utilities” tab in the Server Management Console

    • Select the category or category and subcategory combination that you would like to move by selecting the relevant options from the “Original Risk Details” section.
    • Observe the number of risks that will be affected by reading the label highlighted below:

  • Select a new category and subcategory combination in the “New Risk Details” section to where the risks of the original risk category will be moved.
  • Click the blue arrow to commit the change.

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BarnOwl Solutions

RISK MANAGEMENT

risk

BarnOwl Risk Management software helps you achieve your strategic objectives and enables a culture of risk planning and control with accountability and ownership throughout your organisation. Continual monitoring of your risk universe gives you comfort and confidence in managing your business.

COMPLIANCE

Chairs

BarnOwl Compliance software allows you to import the various acts, legislation, policies and procedures that you are required to comply with, link these to associated risks and monitor compliance. This facilitates regulatory compliance and director protection.

AUDIT

Keyboard

BarnOwl Audit software supports any type of audit methodology including risk and control based auditing in support of best practice standards, ensuring that the key risks in your organisation are audited. BarnOwl facilitates all phases of auditing from planning through to reporting with advanced online and offline execution.

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