DPIA Status Skill

Purpose

Generate comprehensive GDPR Data Protection Impact Assessment (DPIA) compliance status reports across all engineering projects.

Usage

• /dpia-status - Current DPIA status for all projects
• /dpia-status pending - Only pending/in-progress DPIAs
• /dpia-status project [name] - DPIA status for specific project

Instructions

When this skill is invoked:

1. Read DPIA Tracker page:

   Page - DPIA Tracker.md
   

2. Extract DPIA information:

   • Projects requiring DPIA
   • OneTrust IDs
   • Current status (not required, threshold assessment, in progress, approved, rejected)
   • Submission dates
   • Approvers
   • Risk levels
   • Follow-up owners

3. Find all projects with DPIA requirements using Grep:

   pattern: "DPIA"
   output: files_with_matches
   

4. Read relevant project files to get:

   • Project status and timeline
   • Data processing activities
   • Personal data categories
   • DPIA submission dates
   • Blockers or issues

5. Generate formatted status report:

Report Structure

# DPIA Compliance Status Report

**Generated**: [current date]
**Data Source**: [[Page - DPIA Tracker]]
**OneTrust Platform**: [[Weblink - OneTrust DPIA System]]

## Executive Summary

- **Total Projects Tracked**: [count]
- **DPIAs Not Required**: [count]
- **Threshold Assessments Complete**: [count]
- **DPIAs In Progress**: [count]
- **DPIAs Approved**: [count]
- **Projects Requiring Action**: [count]

## Status by Category

### ✅ DPIA Not Required ([count] projects)

| Project          | Justification                      | Reviewed   |
| ---------------- | ---------------------------------- | ---------- |
| [[Project Name]] | Low risk, no special category data | YYYY-MM-DD |

### ⏳ Threshold Assessment Complete ([count] projects)

| Project           | OneTrust ID | Completed  | Next Action                 |
| ----------------- | ----------- | ---------- | --------------------------- |
| [[VendorTooling]] | 6285        | YYYY-MM-DD | Awaiting full DPIA decision |

### 🔄 DPIAs Under Review ([count] projects)

| Project       | OneTrust ID | Submitted  | Approver | Owner        | Days Pending |
| ------------- | ----------- | ---------- | -------- | ------------ | ------------ |
| [[VendorPLM]] | 6284        | YYYY-MM-DD | DPO      | [[Jane Doe]] | [X] days     |
| [[SPARK]]     | 6276        | YYYY-MM-DD | DPO      | [[Jane Doe]] | [X] days     |

### ✅ DPIAs Approved ([count] projects)

| Project          | OneTrust ID | Approved   | Valid Until | Notes             |
| ---------------- | ----------- | ---------- | ----------- | ----------------- |
| [[Project Name]] | XXXX        | YYYY-MM-DD | YYYY-MM-DD  | Conditions: [...] |

### ❌ DPIAs Rejected or Requiring Remediation ([count] projects)

| Project     | OneTrust ID | Status   | Issues                  | Owner     | Action Required         |
| ----------- | ----------- | -------- | ----------------------- | --------- | ----------------------- |
| [[Project]] | XXXX        | Rejected | Data retention concerns | [[Owner]] | Update retention policy |

## Projects Requiring Immediate Action

### High Priority (DPIAs Overdue or Blocked)

1. **[[Project Name]]**
   - Status: Threshold assessment overdue
   - Owner: [[Person]]
   - Action: Complete assessment in OneTrust
   - Due: YYYY-MM-DD

### Medium Priority (DPIAs In Progress >30 days)

1. **[[VendorPLM SaaS Migration]]**
   - Status: Under review for [X] days
   - Owner: [[Jane Doe]]
   - Action: Follow up with DPO
   - OneTrust ID: 6284

## DPIA Status by Project

### [[Project - VendorPLM SaaS Migration]]

- **OneTrust ID**: 6284
- **Status**: Under review by YourOrg Data Protection Officer
- **Submitted**: 2025-10-08
- **Owner**: [[Jane Doe]]
- **Risk Level**: [High/Medium/Low]
- **Personal Data**: [Types of data processed]
- **Next Steps**: Awaiting DPO approval
- **Timeline**: [Expected approval date]

### [[Project - VendorTooling Tooling - v9 Upgrade]]

- **OneTrust ID**: 6285
- **Status**: Threshold assessment completed
- **Completed**: YYYY-MM-DD
- **Owner**: [[Owner]]
- **Outcome**: [DPIA required/not required]
- **Next Steps**: [Based on outcome]

## Compliance Metrics

### DPIA Timeline Performance

- Average days to complete threshold assessment: [X] days
- Average days for DPIA approval: [X] days
- Projects meeting DPIA deadline: [X]%

### Risk Distribution

- High Risk Projects: [count]
- Medium Risk Projects: [count]
- Low Risk Projects: [count]

## Recommendations

1. **Immediate Actions:**
   - [Projects requiring urgent DPIA submission]
   - [Follow-ups needed with DPO]

2. **Process Improvements:**
   - [Suggestions for streamlining DPIA process]
   - [Training needs identified]

3. **Upcoming DPIAs:**
   - [Projects in pipeline requiring DPIA]
   - [Proactive planning recommendations]

## Follow-up Schedule

| Project     | Owner     | Next Review | Action             |
| ----------- | --------- | ----------- | ------------------ |
| [[Project]] | [[Owner]] | YYYY-MM-DD  | Follow up with DPO |

## Related Resources

- [[Page - DPIA Tracker]] - Central DPIA tracking page
- [[Weblink - OneTrust DPIA System]] - OneTrust platform
- [[Project - SecurityEnhancement]] - Security compliance programme

6. Output the report as formatted markdown

7. Flag urgent items that need immediate attention:

   • DPIAs pending >60 days
   • Projects starting without DPIA assessment
   • Threshold assessments overdue

8. Optionally save report by asking user:

   • "Would you like me to save this DPIA status report?"
   • If yes, create Page - DPIA Status Report [date].md

Notes

• Highlight compliance risks (projects proceeding without DPIA when required)
• Calculate days pending for in-progress DPIAs
• Cross-reference with project timelines (flag if DPIA blocking go-live)
• Use traffic light status (🔴 urgent, 🟡 attention needed, 🟢 on track)
• Always link back to DPIA Tracker and OneTrust
• Use UK English spelling throughout

Examples

Example 1: User: /dpia-status Assistant: [Generates full report showing 2 DPIAs under review (VendorPLM, SPARK), 1 threshold complete (VendorTooling), flags VendorPLM as >60 days pending]

Example 2: User: /dpia-status pending Assistant: [Shows only the 2 DPIAs under review with follow-up actions needed]

Example 3: User: /dpia-status project VendorPLM Assistant: [Detailed DPIA status for VendorPLM Teamcenter X project including timeline, owner, next steps]