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?
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
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.
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.
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”.
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:
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:
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.
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.
If your BarnOwl emails are not being delivered by the recipients please check the following:
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.
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.
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.
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.
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.
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.
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.
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.
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.
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”
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.
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”.
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.
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:
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.
If Edit is disabled on an action plan, check the following:
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.
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
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).
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.
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).
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):
Windows 7+:
http://www.sevenforums.com/tutorials/443-dpi-display-size-settings-change.html
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.
The reason that units will be disabled when attempting to create a project is either because:
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.
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:
Strict Rules:
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:
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:
Ensure “Only send mails for open action plans” check box in checked then save changes.
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
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.
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:
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:
to commit the change.
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.
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.
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.
