This guide provides step-by-step instructions on how to submit an Assurance Record through the Assurance Portal.
1. First, log into the Assurance Portal.
2. You will be presented with a list of Standards. Next to the relevant standard, click on Submit Assurance Record to begin the process of submitting your assurance record.
.png?version=1&modificationDate=1724249723065&cacheVersion=1&api=v2&width=760&height=456)
Tip: Click on the standard title to open the standard on the Browser in a new window.
3. The first section to complete is the Submission Information:
Please ensure the following is entered and then click Save Changes:
Supplier Name
Supplier Type
Contact Point
Form completed by
Some of this information will be automatically filled in based on your user group and user details.
To learn more about a specific form field, click on the (i) icon on the right hand side.
4. Each of the sections of the Standard are displayed below the submission information, along with the percentage of fields completed.
5. To jump to a section, either click on a specific section name or click Next.
6. On the left hand side you can view information about each element within the standard. This includes:
the data element/data class name and where it sits within the standards
a description of the data element/data class
the data type associated with the element
the level of each element/class (i.e. Must, Should, May)
Levels:
All MUST requirements shall be met.
All SHOULD requirements must be met or there must be a credible, legitimate reason documented for why they have not been.
MAY requirements are optional.
.png?version=1&modificationDate=1724249905194&cacheVersion=1&api=v2&width=760&height=336)
7. If you want to know about a specific data element or data class in the standard, you can click on the 
icon next to the element name or click on the Ask button on the far right hand side element/class to submit your query to the assurance team via the service desk.
8. To sort a column, click on the column header to arrange the elements in either ascending or descending order. Number, Name and Data Type are sortable.
9. To filter a column, click on the filter icon next to the column header. Then select the values you would like to display from the dropdown. For example, you may wish to focus on filing out the “Must” elements and so filter out everything but these items.
Note, when you navigate between pages these filters will be reset.
10. Next, mark whether the functionality has been implemented for each element/class of the standard.
Note: For “Should” or or “May” elements/classes, you can also select NA (Not Applicable).
11. For all “Must” level elements, please submit evidence of this implemented functionality using the Submit Evidence button to select a suitable file from your computer.
The following file types are permitted:
Excel (.xlsx,.xls)
CSV (.csv)
PDF (.pdf)
Word (.docx,.doc)
Jpeg (.jpg,.jpeg)
Png (.png)
MP4 (.mp4,.m4p,.m4v)
MOV (.mov)
Files up to 1GB in size are accepted, however we recommend splitting files larger than 500mb into smaller files wherever possible.
Notes: Once a piece of evidence has been uploaded against a data element/class, it can be reused for other elements/classes. Simply click on the dropdown arrow on the Submit Evidence button and select the file name.
.png?version=2&modificationDate=1728256723337&cacheVersion=1&api=v2&width=704&height=351)
12. For “Should” or or “May” elements/classes, you can choose to self certify and forgo the submission of evidence.
13. Next, select whether the terminology has been implemented for this specific element/class. This can be either Exact or Mapped or NA.
.png?version=1&modificationDate=1728256921847&cacheVersion=1&api=v2&width=760&height=379)
14. Again, please submit evidence showing the implementation of this terminology. As before, you can submit a new evidence file or select one from one previously uploaded using the drop down selection button.
You can also add an optional note alongside your evidence.
.png?version=1&modificationDate=1728256814059&cacheVersion=1&api=v2&width=760&height=379)
16. As you work your way through the record, you will notice that the numbers next to each section decrease as you complete each “Must”. Once all “Must” elements have been completed for a section, the icon will turn amber.
Note: Once you have begun filling in a section, all MUST fields must be completed before submission.
17. Once you have completed your submission record for the standard, click on Progress Overview.
18. You can view your overall completion statistics on this page, including the overall completion percentage for the standard as well as a breakdown for each section and level.
19. When you are ready to submit your record, click on Submit Record in the top right hand corner. submission.
You will not be able to submit your record if your Submission Details form is incomplete and/or your form completion is 0%. Once you have begun filling in a section, all MUST fields must be completed before submission.
20. A Jira Service Desk ticket will open in a new tab with an autofilled title and description. Please enter your email address and click on Send.
You must complete this step of the Assurance Portal team will not be notified that you have submitted an assurance record.
If you have accidentally closed the tab, please create a ticket here and include the name of the standard in the title as well as a link to the assurance record in the description: https://metadata.atlassian.net/servicedesk/customer/portal/32/group/50/create/340
21. Your assurance record submission has now been sent for review. You will receive an email notification confirming that your ticket and assurance record has been received.
You can view your submission and its status at any time via the Assurance Portal as well as on your Jira ticket.
22. You will be notified via email when your reviewer has completed their review of your submission. You will either be notified that your record has been returned (and further evidence requested) or that your assurance submission has been judged to be conformant.