Recommendations – Create Recommendation Details
- amani imtiyas
1. Overview |
To add recommendation details, first you should have added a recommendation title using one of the quick recommendation methods. Once a recommendation title is added and a recommendation number is generated, then you can add further details to a recommendation. All fields that are configured to be visible in the Recommendation Details page via the Field Configuration section under Audit Settings will be listed in this Recommendation Detail creation page, according to the order and mandatory requirement defined in Field Configurations > Audit Recommendation tab.
You can create a recommendation detail using the following two windows:
Finding Register
Recommendation Register
2. Recommendation Details via Finding Register |
To create recommendation details via the Finding Register:
STEP 1: Click on a Finding you wish to add recommendation details to, from the Finding Register, via Menu > Audit Management > Finding.
STEP 2: At the bottom of the page, click on a Recommendation title link.
STEP 3: Fill in the below details and click on the Save button at the top-right corner of the window.
Field | Description | Mandatory/Optional |
|---|---|---|
Recommendation Number | A unique number (for a particular finding) automatically generated to identify the recommendation. The audit recommendation number will be displayed as a breadcrumb of the audit number and finding number as well. Therefore, if you click on the audit number or the finding number, it will take you to the respective Audit Detail page or Finding Detail page. Note: In the Recommendations Register, there can be several finding numbers with the same name, since if there are several audits, each audit will start with the same finding number. As such, this is not a global unique number to all audits, but local to a particular audit. | N/A |
Current Status | Non editable reference field of the audit's current status. | N/A |
Audit Number | Non editable reference field of the audit number. | N/A |
Audit Year | Non editable reference field of the audit year. | N/A |
Audit Title | Non editable reference field of the audit title. | N/A |
Finding Number | Non editable reference field of the finding number. | N/A |
Recommendation Number | Non editable reference field of the recommendation number. | N/A |
Finding Background | Non editable reference field of the finding title. | N/A |
Recommendation/Corrective Action | This will be the title of the recommendation/corrective action to mitigate the impact of the finding; which you can edit here if the audit is still not signed off. | Mandatory |
Responsible Officer | Select a responsible officer from the dropdown list to manage and review the recorded recommendation. When a staff member is selected, their details such as Telephone, Email, Division, Business Unit, Team, are automatically populated into the fields directly below. | Mandatory |
Secondary Responsible Officer | Select one or more secondary responsible officers from the multi-select staff dropdown. | Optional |
Management Response | Enter any details required to be recorded as a management response here. | Optional |
Action Status | Select the status of the audit recommendation. Audit Statuses can be configured via Menu > Audit Settings > Audit Action Status. See article Framework – Audit Settings to configure a statuses. | Mandatory |
Status Report | Enter any status details in this textbox as review comments for the audit recommendation. The corresponding 'Last Updated Name' dropdown will display the name of the last person who updated this section along with a timestamp. | Optional |
Status Report Summary | Enter any status details in this textbox as summary review status comments for the audit recommendation. This review status report summary will synchronise when details are added in the Recommendation Review Details tab too. The corresponding 'Last Updated Name' dropdown will display the name of the last person who updated this section along with a timestamp. | Optional |
1st / 2nd / 3rd Agreed Implementation Dates | The 1st agreed implementation date will be the actual start date of the recommendation action. If the date is postponed further, you can enter a new implementation date in the 2nd date field, and if this is pushed further, enter a new date in the 3rd date field. Note: These three dates are used to calculate overdue recommendations, etc. and when emailing responsible persons on overdue actions. | 1st date is Mandatory, 2nd and 3rd dates are Optional |
Recommendation Completion Date | Select the recommendation action actual completion date here. This field will be auto populated if you have configured which audit action status is considered as completed, via Menu > Audit Settings > Audit Action Status, and when the completed status is selected. Note: When the recommendation is completed, the 'Recommendation Completed Date' can be entered by the Responsible Officer. This triggers an automatic email notification to the Audit Type Administrator (OHS or GOV Administrator). | Optional |
Business Unit | If required to specify, select the business unit associated with the finding, or use the 'Links' tab, to link this recommendation to a hierarchy. | Optional |
Confirmed Recommendation Completion Date | Select the date on which the recommendation completion date was confirmed. | Optional |
Directorate | If required to specify, select the directorate under the business unit associated with the recommendation. | Optional |
Percentage Complete | Enter a completion percentage of the recommendation action. | Optional |
STEP 4: Click on the Save button at the top-right corner of the window to save any added details.
3. Recommendation Details via Recommendation Register |
To create recommendation details via the Recommendation Register:
STEP 1: Navigate to the 'Recommendation Register' via Menu > Audit Management > Recommendation.
STEP 2: Click on a Recommendation Number link of the recommendation you wish to add details to.
STEP 3: Fill in the above details listed in the table and click on the Save button at the top-right corner of the window.
STEP 4: Click on the Save button at the top-right corner of the window to save any added details.
4. Recommendation Review Details |
Once a recommendation has been added for relevant findings, the Recommendation Review Details tab will let you perform periodical interim reviews on audit recommendations based on the review frequency.
To perform a periodic review in the Recommendation Review Details tab:
STEP 1: Navigate to the 'Recommendation Review Details' tab under Recommendation Details.
STEP 2: Fill in the below details to carry out a review:
Field | Description | Mandatory/Optional |
|---|---|---|
Review Frequency | Select the review frequency from the dropdown. The options available are: Annual, Half Year, Quarter, Bi-Month, Month, Fortnight, Week. Once the review frequency is selected, the grid below will be broken down into a number of respective segments to update and add a review. | Mandatory |
Last Reviewed By | This field will display the user who last reviewed the recommendation. This will be a non-editable field used only for reference purposes. | N/A |
Last Reviewed Date | This field will display the date which the recommendation was last reviewed on, by the ‘Last Reported By’ user. This too will be a non-editable field used only for reference purposes. | N/A |
Next Review Date | Once a review is done, the Next Review Date is auto populated to the review date to match the review frequency. | Mandatory |
Current Financial Period | This dropdown will list any past financial periods that can be selected from, which have not been completed its reviews. This will be defaulted to the most recent financial period. | Mandatory |
Review Comments | This grid view will create the number of review rows based on the ‘Review Frequency’ selected (e.g. annual will create one row, monthly will create 12 rows).
| Option |
STEP 3: Click on the Update button at the top-right corner of the window to save details.
To undo a periodic review that was completed, click on the circle-like icon next to the disabled completed review button. This will once again open the comment section for that review period, and be editable for review comments again.
5. Attach Documents |
This tab's behaviour is the same as in Audit Details. See section Attach Documents in the Audit Management – Audit page.
5.1 Add Linkage
This tab lets you link recommendations with various other items (e.g. risks, risk solutions). Once a recommendation is saved, you will be able to add links to the recommendation via the 'Links' tab.
To add a Risk type linkage:
STEP 1: Click on the New button placed at the top-right corner of the window.
STEP 2: Select a link type as 'Risk' from the Create a New Linkage dropdown.
STEP 3: Select a risk type from the Risk Type dropdown.
STEP 4: This will list down related hyperlinked titles for the selected risk type. Click on the Link checkbox to establish a link between the two. You may select as many links you wish, for linkage.
STEP 5: Click the Save button place at the top-right corner of the window.
STEP 6: The linked item will then be listed at the bottom of the window under a Risk section. You may delete the linkage at any time by clicking the delete icon, placed at the right of the linked item at the bottom of the window. This will not delete the risk item, but only the linkage.
To add a Risk Solution type linkage:
STEP 1: Click on the New icon placed at the top-right corner of the window.
STEP 2: Select a link type as 'Risk Solution' from the Create a New Linkage dropdown.
STEP 3: Select a risk type from the Risk Type dropdown.
To link to an already exiting risk solution:
STEP 4.1: Select Organisational Links to filter risk solution titles.
STEP 4.2: This will list down related hyperlinked titles for the selected risk type. Click on the Link checkbox to establish a link between the two. You may select as many links you wish, for linkage.
To create a new risk solution and link details:
STEP 5.1: Select a risk title from the dropdown at the bottom of the list.
STEP 5.2: Enter a new risk solution (up to a max. of 500 characters). Click on the Link checkbox to establish a link between the two.
STEP 6: Click the Save button place at the top-right corner of the window.
STEP 7: The linked item will then be listed at the bottom of the window. (If Risk was the link type, there will be a Risk section below). You may delete the linkage at any time by clicking the Delete button, placed at the right of the linked item at the bottom of the window.
6. View Recommendation History |
The recommendation history displays a recommendation record along with the timestamp in each row, along with all details for each time slot it was saved.
To view the recommendation history, click on the history icon placed at the top-right corner in the Recommendation Detail window. The Audit Recommendation History window will be opened in a new window.
The Recommendation History window will be opened in a new window.