Administration – Audit Administration

1. Overview

The Audit Administration section lets you configure and manage email templates and email rules. To access this page, navigate to Menu > Administration > Audit Administration.

Figure 1.1

2. Email Templates

The Email Templates area is utilised to create multiple email templates (email body) which can then be linked to specific emails to be sent through specific criteria within the organisation. Essentially, you need to set up the emails you want to send out, and then you can set up the email criteria through the ‘Email’ section below.

To create an email template: 

  • STEP 1: Click the New button and a blank template will open.

Figure 2.1
  • STEP 2: Define a suitable title and a subject. In the body of the message, you may use the default template by clicking on insert code snippet icon and choosing the Default template.

  • The default template contains various snippets such as the 'First name' and 'Management name(s)' which will display the first name of the recipient, and the names of the management respectively.

  • Listed below are the email triggers which you can use within Audit:

Email Triggers

Description

Email Triggers

Description

Audit Created

This trigger sends an email notification when a new audit is created in the system.

Audit Submission

An email notification is sent when an audit submission has been approved or not approved.

Audit Submission for Approval

An email is sent when an audit submission is awaiting approval.

Audit Primary RO Change

Sends an email when there is a change in the primary responsible officer for an audit.

Audit Secondary RO Change

This trigger notifies of a change in the secondary responsible officer for an audit.

Audit Finding Submission for Approval

An email is sent when a finding within an audit submission is pending approval.

Audit Finding Submission

Sends an email when a finding within an audit submission has not been approved/not approved or an audit submission is completed.

Recommendation Created

This trigger sends an email when a new recommendation is created in the system.

Recommendation Primary RO Changed

Sends an email when there is a change in the primary responsible officer for a recommendation.

Recommendation Secondary RO Changed

Sends an email when there is a change in the secondary responsible officer for a recommendation.

Recommendation Assignment

An email is sent when there is an assignment or change of the primary or secondary responsible officer for recommendations.

Recommendation Due for Completion

Sends an email with the due date for a recommendation to be completed.

Recommendation Overdue

Sends an email when a recommendation becomes overdue.

Recommendation Completion

Sends an email upon the successful completion of a recommendation.

Recommendation Review Date

Allows you to define when emails should be triggered based on the review date entered in the audit assessment.

Audit Recommendation Submission for Approval

An email is sent when a recommendation within an audit submission is pending approval or not approved.

Audit Recommendation Submission

Sends an email when a recommendation within an audit submission has been approved or not approved.

  • Listed below are the snippets which you can use in the email body:

Snippet Name

Description

Snippet Name

Description

Audit Name

This snippet will populate the audit name.

Recommendation Name

This snippet will populate the recommendation name.

Primary Responsible Person

This snippet will populate the primary responsible person's name.

Secondary Responsible Person

This snippet will populate the secondary responsible person's name.

Current Primary Responsible Person

This snippet will populate the current primary responsible person's name.

Previous Primary Responsible Person

This snippet will populate the previous primary responsible person's name.

Current Secondary Responsible Person

This snippet will populate the current secondary responsible person's name.

Recommendation List

Snippet works only for trigger recommendation review date. Here, data is displayed in a table format for all recommendations that are due. (The email rule is configured as ‘Before’ and is based on the ‘Next Review Date’ field).

Next Review Date

This detail is based on the 'Next Review Date' field in the Recommendation Review tab. (The Review tab is enabled via an external setting in the configuration page).

Previous Secondary Responsible Person

This snippet is the previous secondary responsible person's name.

Last Implementation Date

Data retrieved from the fields 'Third/Second/First Agreed implementation dates'. Priority  for retrieving data is given in the order Third, Second, and finally First.

Completion Date

Data retrieved from 'Recommendation Completion Date'.

Finding Rating

This snippet is the rating from the Finding tab.

Recommendation No.

This snippet is the recommendation number.

Audit URL

This snippet is the URL of the audit detail.

Email Recipient Name

This snippet is the email recipient's name.

Overdue Recommendation List

This snippet works only for the trigger recommendation review date. Here, data is displayed in a table format for all recommendations that are overdue. (The email rule configured as ‘After’ and is based on the ‘Next Review Date’ field).

Recommendation Review Date

This is an email rule to trigger emails based on Next Review Date field in recommendation review tab.

Note: "Recommendation Review Date" email rule supports only the below-mentioned snippets. No other snippets are supported:

  • [EMAIL_RECEPIENT_NAME]

  • [RECOMMENDATIONS_LIST]

  • [OVERDUERECOMMENDATIONLIST]

  • [NEXT_REVIEW_DATE]

Audit Responsible Officer

This snippet is the audit responsible officer's name.

  • STEP 3: Click the Insert button to save the template. You may create as many templates as required.

3. Email Rules

The email reminders screen will let a Risk Manager to set reminder emails for audit assessments that have yet to be undertaken. Users will receive an automated email reminder notification based on the specific criteria set up within this section for the audit/audit action or control.

You will need to create the email template (email body) prior to setting up the rules/criteria within this section.

  • STEP 1: Click the Email Rules tab.

  • STEP 2: Set up your email rules according to the below criteria:

Column

Description / Instructions

Column

Description / Instructions

Email Time Frame

Select when (time frame) the email needs to be generated. There are two options to choose from (BEFORE or AFTER) the specific date that you are choosing in the options below:

  • Audit Created: Selecting this option will send out an email upon creation of a risk audit.

  • Audit Primary RO Change: Selecting this option will allow you to set up an email to be sent only to the primary responsible officer and will be triggered upon the assignment/change of primary responsible officer for audits.

  • Audit Secondary RO Change: Selecting this option will allow you to set up an email to be sent only to the secondary responsible officer and will be triggered upon the assignment/change of secondary responsible officer for audits.

  • Recommendation Created: Selecting this option will send out an email upon creation of a recommendation.

  • Recommendation Primary RO Changed: Selecting this option will allow you to set up an email to be sent only to the primary responsible officer and will be triggered upon the assignment/change of primary responsible officer for audit recommendation.

  • Recommendation Secondary RO Changed: Selecting this option will allow you to set up an email to be sent only to the secondary responsible officer and will be triggered upon the assignment/change of secondary responsible officer for audit recommendation.

  • Recommendation Due for Completion: Selecting this option will send out an email with the date due for the recommendation to be completed.

  • Recommendation Overdue: Selecting this option will send out an email with the date due for the recommendation to be completed.

  • Recommendation Completion: Selecting this option will send out an email upon the completion of the recommendation.

  • Recommendation Review Date: Allows you to define the time frame as number of days before or after the review date entered in the audit assessment. Select before/after from the adjacent dropdown and define the number of days in the text box. For example, if you require the email to be sent to recipients 2 days prior to the review, select 'before' and enter number as '2'.

  • Recommendation Assignment: Selecting this option will allow you to set up an email to be sent only to the primary or secondary responsible officer of recommendations and will be triggered upon the assignment/change of primary or secondary responsible officer for recommendations.

Note: This email trigger is a bulk email and will be sent before or after the specified number of days. However, the emails will be sent as consolidated emails to the recipient, at the bulk email time specified in the email server. (Please contact Camms to have this configuration set up.)

Recipient

Tick the required boxes to generate reminders only for a particular role/s.

  • Primary Responsible Person: The Risk Audit Primary Responsible Officer only (does not include Secondary Responsible officers).

  • Secondary Responsible Person: The Audit Secondary Responsible Officer only (does not include Primary Responsible officers).

  • Audit Administrator: Audit Administrator will be able to select and define the audit recommendation statuses and internal audit sign off status for which the notifications should be sent out to. 

  • Business Unit Head: Staff selected as Business Unit Head will be able to view which recommendation is linked to which staff member within the particular Business Unit. (Audit > Administration > Business Unit > Responsible Officer field).

    • Strategic: Business Unit Responsible person. (Assessment > Team > Business Unit > Staff > Email).

    • Operational: Business Unit Responsible person. (Assessment > Team > Business Unit > Staff > Email).

    • Project: Business Unit Responsible person. (Assessment > Team > Business Unit > Staff > Email).

  • Directorate Head: Staff selected as Directorate Head will be able to view which recommendation is   linked to which staff member within the particular Business Unit. (Audit > Administration > Business Unit > Responsible Officer field).

    • Strategic: Directorate Responsible person. (Assessment > Team > Business Unit > Business Unit Grouping > Responsible Person > Email).

    • Operational: Directorate Responsible person. (Assessment > Team > Business Unit > Business Unit Grouping > Responsible Person > Email).

    • Project: Directorate Responsible person. (Assessment > Team > Business Unit > Business Unit Grouping > Responsible Person > Email).

** Business Unit Manager Head and Directorate emails are generated only if the Team is linked. Please contact CAMMS to activate this for you if you need.

  • Business Unit Coordinator: Business Unit Responsible person.

  • Directorate Coordinator: Directorate Responsible person.

Email Template

Dropdown list of emails templates defined within the 'Email Templates' section will be displayed. Select the desired template for the reminder.

Starting Date

Select the starting date from which the reminder will be sent.

Frequency

Enter the number of days after which the email will be triggered again. The system will continue to send the email repeatedly at this interval, based on the set frequency, until the email conditions are met again. The trigger date is determined using the relevant Agreed Implementation Date (1st, 2nd, or 3rd)

Active

Tick this checkbox to make this email rule active.

Delete

If you have administrator privileges, you will see a Delete button in the last column to delete any created rules.

  • STEP 3: Make all necessary selections and click the Add button. You may edit the email criteria at any stage by clicking on the Edit button next to the Email Rule. As soon as you add an Email Rule, email notifications will start to generate from that date forward.

     


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