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sourceDocument: Australia Governance, Risk, and Compliance
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/governance-risk-compliance

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    - en-US

ft:publication_title :

    - Australia Governance, Risk, and Compliance

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# Using latest assessment template for conducting BIAs

# Using latest assessment template for conducting BIAs {#ariaid-title1}

* Release version: Australia
* 
* Updated March 12, 2026
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 7 minutes to read

Summarize  
![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Using latest assessment template for conducting BIAs

Starting with the Yokohama release, ServiceNow enables customers to conduct Business Impact Analysis (BIA) using the latest assessment template integrated with the Smart Assessment Engine (SAE).
This integration enhances BIA by allowing multiple question types, automated data inputs, and dynamic calculation of key recovery metrics such as Recovery Time Objective (RTO), Recovery Point Objective (RPO), Recovery Tier (RT), and Maximum Tolerable Period of Disruption (MTPD).
Show full answer Show less  
The Smart Assessment Engine reduces manual effort and costs through automation and advanced rule-based logic, offering a modernized and flexible approach compared to the legacy drop-down question assessments.

## Key Features

* **Integration with Smart Assessment Engine:** Enables configuration of diverse question types, automation of responses from existing data sources, and calculation of impact metrics based on user inputs.
* **Template Configuration:** Supports both legacy and Smart Assessment templates, with the latter providing richer functionality and dynamic calculations.
* **Life Cycle Management:** Smart Assessment templates support versioning and quick edits to manage changes efficiently:
  * **Versioning:** For functional or contextual changes affecting future assessments; maintains version history and impact control.
  * **Quick Edit:** For minor corrections that do not affect question meaning or scoring, applied immediately across all assessments.
* **Roles and Responsibilities:** Detailed roles govern who can create, read, edit, and manage Smart Assessment templates and instances, ensuring proper access and governance.
* **User Interface Actions:** UI actions such as "Open assessment" and "Edit assessment" provide role-based access to read-only or editable Smart Assessments within the BCM Workspace.
* **Workflow Automation:** Upon assessment submission, BCM administrators can configure automation to update impact analysis data automatically based on defined rules.

## Practical Benefits for ServiceNow Customers

* **Enhanced Flexibility:** Use multiple question types and automate data collection to improve assessment accuracy and efficiency.
* **Improved Governance:** Template versioning and quick edits ensure controlled updates with full audit trails, supporting compliance and traceability.
* **Streamlined User Experience:** Role-based UI actions and Smart Assessment integration simplify assessment completion and review processes for BCM users.
* **Automated Impact Metrics:** Automatically calculated recovery objectives and tiers reduce manual errors and accelerate analysis workflows.

## Getting Started

BCM administrators should configure the Smart Assessment templates via the Business Continuity Workspace and assign appropriate roles to users. Users with roles such as BIA contributor, planner, or manager can then complete or review assessments using the Smart Assessment interface, benefiting from the advanced capabilities provided by the Smart Assessment Engine.  
Beginning with the Yokohama release, you can use the latest assessment template for conducting a Business Impact Analysis (BIA). The BIA template is now integrated with the Smart Assessment Engine, enabling you to use the Smart Assessment along with the legacy assessment.

## Integrating BIA with the Smart Assessment Engine {#using-smart-asmt-template__section_bzb_ty1_zdc}

Integrating business impact analysis (BIA) with the Smart Assessment Engine allows you to configure impact assessments with various question types and set up multiple templates. You can calculate metrics such as Recovery Time Objective (RTO), Recovery Point
Objective (RPO), Recovery Tier (RT), and Maximum Tolerable Period of Disruption (MTPD) based on user responses.

A BIA created with the Smart Assessment template includes Smart Assessment instances in the assessment section. The assessment template introduced with the Smart Assessment Engine allows you to create various question types. You can automate responses from existing data sources. BCM users can complete the assessment. Upon submission, the BCM administrator-configured automation updates impact analysis data, including RTO, RPO, recovery tier, and maximum tolerable
downtime, based on the defined configuration.

## Components used for the integration {#using-smart-asmt-template__section_awm_d1d_ydc}

For BIA integration with the Smart Assessment Engine, these BCM components are used:

* BCM core
* BIA
* Smart Assessment Engine
{#using-smart-asmt-template__ul_pyb_g1d_ydc}

## Workflow for integrating BIA with the Smart Assessment Engine {#using-smart-asmt-template__section_unx_k1d_ydc}

The ServiceNow® Smart Assessment Engine (SAE) application helps you to reduce the manual burden and costs of your assessment processes through automation.

You can create the assessment templates and add instructions, questions, and reference information by using the template designer in the Smart Assessment Engine application.

The Smart Assessment Engine uses the rule engine, where the rules are based on user responses. You can fill one assessment template (only one assessment for RTO, RPO, and RT) or multiple assessment templates (one
for each RTO, RPO, and RT).

The workflow for integrating BIA with the Smart Assessment Engine is shown in the illustration.

## Configuring BIA templates {#using-smart-asmt-template__section_acm_4ws_12c}

You can configure the BIA template with the legacy or Smart Assessment. The legacy assessment shows only drop-down questions. The Smart Assessment enables multiple question types and configures RTO, RPO, and recovery tier calculations based on the responses to the questionnaire. For more information, see [Setup for a business impact analysis](https://servicenow-prod.fluidtopics.net/7AqLK1PbYtXbHgvaQuKZ_A "The administrative tasks that are associated with a business impact analysis (BIA) are listed in General Administration of the Business Continuity Management application.").

## Managing life cycle of Smart Assessment templates in BIAs {#using-smart-asmt-template__section_bcm_sae_lifecycle_v1}

BIAs that use Smart Assessment templates inherit the template life cycle controls provided by the Smart Assessment Engine. As BIA requirements evolve, BCM administrators can update an existing published impact assessment template using one of these approaches:

Versioning

:   Versioning allows template managers to make additions or modifications to an existing published template. Changes affect only future assessments.

    Version history: Every published version is maintained for traceability. Each version is time-stamped and user-attributed.

    When a new version is published, it completes the following actions:

    * The previous published version moves to the retired state.
    * In-progress assessments are cancelled or retained as open, based on the **Assessment handling on version retirement** configuration on the template category.
    * Completed and cancelled assessments are unaffected.
    * Future assessments are triggered from the new version of the template.
    {#using-smart-asmt-template__ul_lqq_pym_kjc}
:   Impact on Copy Response and reporting: When a new version is published, responses are copied from the previous version and reporting is unaffected if no structural changes were made to questions. Structural changes include
    modifications to question type, label, choice labels, or multi-select settings, moving questions across sections, or changing reference tables on reference questions.
:   Impact on Post Assessment Actions: When a new version is published, a copy of the existing Post Assessment Actions is created in Draft state. It must be reviewed and published before the new version becomes fully
    operational. Post Assessment Actions execute based on the template version from which the assessment was triggered. Assessments from earlier versions continue to follow the Post Assessment Actions of those versions.

Quick edit

:   Quick edit allows template managers to make minor, non-contextual corrections to published template questions---such as fixing typos, correcting grammar, or improving clarity---without creating a new version. Changes take
    effect immediately across past, in-progress, and future assessments, with no impact to question meaning, scoring, or logic.

    Every quick edit is logged at the template level, time-stamped, and user-attributed, making all changes fully traceable for audit and governance purposes. Template managers are accountable for ensuring that quick edits
    preserve the original context and intent of the question. Quick edit is optional and can be enabled or disabled at the template category level.

    For more information, see [Quick edit for published templates](https://servicenow-prod.fluidtopics.net/P57NAH~ZDRi9UhX9gcyclA "Quick Edit lets template managers make minor corrections to published templates without creating a version, enabling rapid fixes for typos and formatting issues while assessments remain in progress.").

When to use quick edit vs. versioning

:   Use quick edit when the meaning or context of a question does not change --- that is, when the edit has no impact on how a respondent would answer. Use versioning when the change affects the meaning or context of a question
    in a way that could change the answer.

    {#using-smart-asmt-template__table_ndl_kzm_kjc__entry__3}

    | Aspect | Quick edit | New version |
    |-|-|-|
    | Purpose | Correction | Functional change |
    | Context impact | No | Yes |
    | New version created | No | Yes |
    | Impacts existing assessments | Yes | No |
    [ ]

    {#using-smart-asmt-template__table_ndl_kzm_kjc}

## Roles and responsibilities {#using-smart-asmt-template__section_tqq_pcd_ydc}

The roles and responsibilities for the Smart Assessment template are listed in the table.{#using-smart-asmt-template__table_cd2_5cd_ydc__entry__3}

| Roles | Responsibilities | Contains roles |
|-|-|-|
| Administrator \[admin\] | System administrator role that can set up the flow to update the BIA record based on the rules inside the Smart Assessment template. |   |
| BCM administrator \[sn_bcm.admin\] | BCM administrator role that can perform these tasks: * Read and write the Smart Assessment template. * Configure the BIA template. * Configure rules inside the Smart Assessment template. {#using-smart-asmt-template__ul_xx2_cdd_ydc} | * \[sn_smart_asmt.template_manager\]: Provides access to create a Smart Assessment template. * \[sn_smart_imp_auto.automation_creator\]: Contains the Smart Assessment impact automation creator role. {#using-smart-asmt-template__ul_imn_k1g_12c} |
| BCM core_viewer \[sn_bcm.core_viewer\] | BCM core viewer role that can read the Smart Assessment template. | * \[sn_smart_asmt.assessment_reader\]: Contains a Smart Assessment reader role to give read access to Smart Assessment instance. * \[sn_smart_imp_auto.automation_reader\]: Contains a Smart Assessment impact automation reader role. * \[sn_smart_asmt.template_reader\]: Contains a Smart Assessment template reader role. {#using-smart-asmt-template__ul_n4k_3bg_12c} |
| BCM Program Manager \[sn_bcm.program_manager\] | BCM Program Manager | * \[sn_smart_asmt.actor\]: Contains the Smart Assessment actor role to provide update access to the Smart Assessment instance. * \[sn_smart_asmt.reassign\]: Contains the Smart Assessment reassign role. {#using-smart-asmt-template__ul_dyw_s1g_12c} |
| BCM Contributor \[sn_bcm.contributor\] | BCM Contributor | * \[sn_smart_asmt.actor\]: Contains a Smart Assessment actor role to give update access to Smart Assessment instance. * \[sn_smart_asmt.reassign\]: Contains the Smart Assessment reassign role. {#using-smart-asmt-template__ul_xw1_z1g_12c} |
| BCM Planner \[sn_bcm.planner\] | BCM Planner | * \[sn_smart_asmt.actor\]: Contains a Smart Assessment actor role to give update access to Smart Assessment instance. * \[sn_smart_asmt.reassign\]: Contains the Smart Assessment reassign role. {#using-smart-asmt-template__ul_l5j_gbg_12c} |
[Table 1. Roles and responsibilities for the Smart Assessment template]

{#using-smart-asmt-template__table_cd2_5cd_ydc}  
Note:  
Smart Assessment template category: The category for the BIA is created for the Smart Assessment Engine. The BCM core_viewer \[sn_bcm.core_viewer\] role is assigned in the Smart Assessment template category for the BIA.
{#using-smart-asmt-template__table_zg3_ldd_ydc__entry__2}

| Roles | Responsibilities |
|-|-|
| BIA viewer \[sn_bia.viewer\] | BIA viewer role that can read the assessment. |
| BIA contributor \[sn_bia.contributor\] | BIA contributor role that can perform the tasks: * Can read the assessment (if you are in the contributor list of the BIA). * Can take the assessment (if you are in the contributor list of the BIA and the BIA is in the Draft, In review, and Returned state). {#using-smart-asmt-template__ul_pk1_tdd_ydc} |
| BIA planner \[sn_bia.planner\] | BIA planner role that can perform the tasks: * Can read the assessment (if you are the owner of the BIA). * Can take the assessment (if you are the owner of the BIA and the BIA is in the Draft, In review, and Returned state). {#using-smart-asmt-template__ul_u5t_5dd_ydc} |
| BIA manager \[sn_bia.manager\] | BIA manager role that can perform the tasks: * Can read the assessment. * Can respond to the assessment when the BIA is in the Draft, In review, or Returned state. {#using-smart-asmt-template__ul_iwj_wdd_ydc} |
[Table 2. Roles and responsibilities for the Smart Assessment instance]

{#using-smart-asmt-template__table_zg3_ldd_ydc}

## UI actions {#using-smart-asmt-template__section_l5f_t2d_ydc}

The UI actions used for performing the Smart Assessment are listed in the table.{#using-smart-asmt-template__table_a2g_w2d_ydc__entry__2}

| Roles | Responsibilities |
|-|-|
| Open assessment | Action to open the assessment. The BIA viewer, BIA contributor, BIA planner, and BIA manager can read the impact analysis and they can also view the Open assessment UI action. This UI action redirects you to the Smart Assessment page in read-only mode. |
| Edit assessment | Action to edit the assessment. The BIA planner, BIA contributor, and BIA manager can write the impact analysis and they can also view the Edit assessment UI action. This UI action redirects you to the Smart Assessment page in edit mode. |
[Table 3. UI actions for performing the Smart Assessment]

{#using-smart-asmt-template__table_a2g_w2d_ydc}

## UI page with the Smart Assessment component for an assessment instance {#using-smart-asmt-template__section_txb_hfd_ydc}

The UI page containing only the Smart Assessment component is created in the BCM core application and it can be accessed by the BCM
Workspace users. This page allows users to open the Smart Assessment in read-only or edit mode.

## User experience {#using-smart-asmt-template__section_jkk_mfd_ydc}

* BCM administrators can configure the Smart Assessment template from the Business Continuity Workspace.
* You can view the Smart Assessment instance card in the assessment list from the Assessments tab in the BIA, if the BIA template is configured to use the Smart Assessment template.
* For the Smart Assessment instance card, you can either view both Edit assessment and Open assessment, or only the Open assessment button based on your role.
* The Open assessment action opens the Smart Assessment page for you to read the responses.
* The Edit assessment action opens the Smart Assessment page for you to edit the responses.
{#using-smart-asmt-template__ul_ozq_vfd_ydc}