Team Central 2014 al User Guide
Contents
1. 10 1 2013 High Go to Recommendation This is an example of the table from the Status Update Reminder email Please ensure that you open the Go to Recommendation link in Internet Explorer as other web browsers such as Mozilla Firefox Google Chrome Apple Safari are not supported by TeamCentral If you use another browser as your default browser then when you click Go to Recommendation it will try to open the page in your default browser As this is an unsupported browser you will have to copy the hyperlink from the Status Update Email Reminder and paste the hyperlink into the address bar of Internet Explorer 10 To Copy the link from the Status Update Reminder Email Right Click gt Go to Recommendation Select gt Copy Hyperlink Open gt Internet Explorer web browser Right Click on the address bar in Internet Explorer and Select Paste or press Ctrl V and then Press gt Enter The TeamCentral login page should appear as shown below TeamCentral TeamMate Database Connection Login Login Name MS Password i TeamCentral Login screen Login Name and Password Step 2 Login with your login name and password 1 Your Login Name username has been pre set as your University System login LDAP ID jc number 2 Your password has also been pre set by Internal Audit and you should receive this password by email from internal audit jcu edu au 11 To Login Login Name j2. a k A Fa Recommendation Entity JCUA VC gt Senior Deputy Vice Chancellor Division of Tropical Health amp Life Sciences gt m Audit Recommendations Management Action Contacts o DVC Status Update Approval o AAO Evaluation Notgf m Status Update Properties Attributes T2 The First status update Note Click the history icon green arrow in a circle on the top right hand side next to the helo icon to see the full history of the audit recommendation including status updates and approvals 27 3 If the Final Approver agrees with the status update and that the audit recommendation has been completed fully then the Final Approver Click gt Approve shown in red below TEST CC 002 04 Issue Recommendation a l Entity JCUA VC gt Senior Deputy Vice Chancellor gt Division of Tropical Health amp Life Sciences m Audit Recommendations Management Action Contacts o DWC Status Update Approval o AAO Evaluation Note m Status Update Properties Attributes 4 If the Final Approver does not agree that the audit recommendation has been completed then the Final Approver should Click gt Reject shown in purple below TES T CC 002 04 Approve f Reject state Comment implemented cesed open Edit parte Issue w Recommendation a l Entity JCUA VC gt Senior Deputy Vice Chancellor Division of Tropical Health amp Life Sciences m Audit
3. verified the implementation Closed Accepts Risk l Display actions recommendations for which management assumes the risk of not taking action and the assumption of risk has been accepted by Internal Audit 16 6 ToView All Outstanding Audit Recommendations e Click gt Pending as shown on Page 18 e The Recommendation Implementation Tracking screen below should be displayed Recommendation Implementation Tracking Save Restore A3 y Filter Drag a column header here to group by that column 11 0 IMR QAO 2011 Interim Management Report 12 Q IMR QAQ 2012 Interim Management Report 11 QA0 3 Raelene Eves Medium 3 31 2012 12 31 2014 11 QA0 3 Resources Information amp Jonathan Churchill Low 12312012 E Caii Communicat Technology Human Resources es 4 2TA Human Raelene Eves Medium 3 31 2013 6 30 2014 2 C 02 5 1a Resources Information amp Jonathan Churchill Medium 4 30 2013 6 30 2014 12 0 01 6 1 7 Communicati Technology i i P ee Human Raelene Eves Medium 6 30 2013 9 30 2014 12 C 02 4 la Resources Human Resources Human Resources Human Raelene Eves Medium 6 30 2013 6 30 2014 12 C 02 6 2 Resources Information Jonathan Churchill Medium 6 30 2013 6 30 2014 12 0 01 6 2 4 Communicat Technology 12 QA0 IMR 1 1 12 C 02 Salaries Expenditure Raelene Eves High 3 31 2013 9 30 2014 42 C 02 2 1a 12 C 02 Salaries Expenditure 12 0 01 ICT Strategy Review 12 C 02
4. 3 Final Approver reviews the status update of the audit recommendation and notes that the action has been marked as Implemented by the Owner The Final Approver will see the following screen where the Implemented button has been grayed out and the Status shows Implemented Partial Client Approved on the top right hand side TEST CC 002 04 Ca nee SUPE emma a eo oem Ee baa Issue implemented Partial Client Approved Recommendation All Entity JCUA VC Senior Deputy Vice Chancellor gt Division of Tropical Health amp Life Sciences m Audit Recommendations m Management Action Contacts o DVC Status Update Approval o AAO Evaluation Note m Status Update Properties Attributes To review and approve the Status Update provided by Owner the Final Approver must follow step as outlined in Section 9 which have been repeated on the next page 26 Click gt Status Update tab shown in red below By clicking on this tab you can review the latest status update made by the Action Owner Ifthe Final Approver agrees with the status update as it appears in the Status Update tab the Final Approver needs to approve the implementation ifthe Final Approver disagrees with the status update and with the fact that the audit recommendation is complete Final Approver should use Comments function to communicate this to the Owner TEST CC 002 04 Issue implemented
5. CXXXXX LDAP ID University System Login ID Password KKKKKKKAKKKEE you would have received this from Internal Audit Database Production Connection Select Production from the drop down box You will be prompted to change this password when you first log in to TeamCentral Option 2 Logging into the TeamCentral webpage using Internet Explorer Step 1 Open Internet Explorer Step 2 Copy type the following address in your Internet Explorer web browser https jcu teammatehosting com TeamCentral To Login 1 Your Login Name username has been pre set as your University System login LDAP ID jc number 2 Your password has also been pre set by Internal Audit and you should receive this password by email from internal audit jcu edu au Login Name JCXXXXX LDAP ID University System Login ID Password KKKKKKKKKKKKAKE you would have received this from Internal Audit Database Connection Production Select Production from the drop down box Password Reset If you forget your password or need to reset your password please email internal audit jcu edu au with your request and Internal Audit will send you a new temporary password You should change this password on your first login to TeamCentral 12 5 TeamCentral the Home Screen Explained When you log in this is the TeamCentral home screen that you should see TeamCentral TeamMate M BERLE ILe A Reports KJ Eee re _ Time and
6. Expense 12 Rese te J Risk Assessment T Survey Welcome Sio Administrator Last login 6 17 2014 12 58 AM Log out 13 To view all Audit Recommendations Step 1 Click on the 3 icon from the top in the list gt Tracking TeamCentral TeamMate ka BERILIO A Reports x clo dale S Time and Expense 12 ESEE ae AV Risk Assessment iz Survey Welcome Sio Administrator Last login 6 17 2014 12 58 AM Log out 14 Step 2 Click gt mplementation marked in red in the screenshot below TeamCentral Team Mate Administration Roles Administrator Tracking Implementation udit Plan and Project Reports Reports Help About Community Project Code Welcome Sio Administrator Last login 6 17 2014 12 58 AM Log out The Implementation Start Page will appear as shown on the next page 15 TeamCentral _ TeamMate Implementation Poms telp Implementation implementation Start Page gt Tracking Inplementation tracking allows the ongoing follow up of recommendations made to management Management can respond an All 31 Pending 14 Tracking Inplemented 11 Closed 6 These views allow you to see the status of implementations that you can track There are 14 recommendations pending that still require implementation gt My Tracking For Action 12 i eT l 2 E mail Notifications can be automated through Tea
7. Recommendations m Management Action Contacts o DWC Status Update Approval o AAO Evaluation Note m Status Update Properties Attributes 5 Once the Final Approver clicks Reject a dialog box will pop up which the Final Approver can complete and save An email will be sent to the Owner which notes that the implementation has been rejected 28 12 Troubleshooting Quick Reference Guide Web browser Cannot launch www jcu teammatehosting com teamcentral Web browser Using Internet Explorer but cannot launch www jcu teammatehosting com teamcentral Login error Received an error message when trying to log in to TeamCentral Received an error message when try to log into TeamCentral Technical Assistance Need HELP with TeamCentral or Have a question about TeamCentral audit recommendation follow up process Web browser not supported Windows Internet Explorer version Is incompatible Incorrect username or incorrect password Remember your Username is your jc number LDAP ID Database connection Is incorrect 29 Ensure you are using Internet Explorer Launch the web page in Windows Explorer Add webpage to compatibility view Refer to User Guide Section 4 E mail Internal Audit internal audit jcu edu au e Ensure that the Database connection is set to Production lf the Database connection is set to Sample or Development then Select Productio
8. Salaries Expendit 12 C 02 Salaries Expendit Raelene Eves Medium 6 30 2013 9 30 2014 12 C 02 4 1b 2 C 2 Salaries Expenditur Raelene Eves Medium 6 30 2013 6 30 2014 42 C 02 5 2a 2 C 02 Salaries Expendit 2 b 4 12 0 01 ICT Strategy Review 17 8 Owner To Adda Status Update Owners may provide a status update on a particular audit recommendation perform the following steps Step 1 Click on a particular audit recommendation reference number eg 13 QAO IMR 1 1 as described in previous step shown on Page 20 and you will see further details open up in new window as shown below with respect to the audit recommendation 13 QA04 MR 1 1 TA Ee ee Tea open ea Bae Is sue Recom mendation a Entity JCUA VC gt Division of Services amp Resources m Audit Reconmendations m Management Action Contacts o OW C Status Update A ppro al l o AAO Evaluation Note o Status Update Properties Attributes Each of the tabs as shown above will display further details of the particular audit recommendation and are explained below Audit The audit recommendation code appears on the top left hand Recommendation side of the screen in bold blue text eg 13 QAO IMR 1 1 Code This is the audit recommendation code for which details wi
9. ake JAMES COOK UNIVERSITY AUSTRALIA Internal Audit Audit Recommendation Follow Up TeamCentral User Guide TeamCentral TeamMate Internal Audit Office of the Chief of Staff the Chancellery Email internal audit jcu edu au Location Building 1 Room 107 108 Townsville Campus James Cook University 1 James Cook Drive Townsville QLD 4810 Version 2014 07 25 Draft Page i of 29 Table of Contents 1 Introduction to TeamCentral cc ceeeceeeeeeeees 3 2 Roles in TeamCentral explained ccceeeeeee 3 3 Before you Login to TeamCentral cceceee 6 4 How to login into TeamCentral eee 10 5 TeamCentral the Home Screen Explained 13 6 To View All Outstanding Audit Recommendations 17 8 Owner To Add a Status Update 00 ee 18 9 Final Approver To Approve a Status Update 21 10 Final Approver To Make a Comment 23 11 Owner Final Approver To Implement an Action 25 12 Troubleshooting Quick Reference Guide 29 Page ii of 29 1 Introduction to TeamCentral The follow up of outstanding audit recommendations or agreed alternative management actions is an important internal auditing process to ensure that appropriate management actions are implemented timely and effectively to address e Audit recommendations made by JCU Internal Audit IA
10. all details which may be relevant to the progress of the implementation of the management action For actions where Management decides to assume the risk of not taking action due to cost or other consideration make a statement to this effect and clearly state reasons for such a decision Spell Check Spell check function the spell check is based on US English as the box system is hosted in the US Check box appears on top left of Status Update pop up box Started Check the started box to indicate that the action has been started checkbox 4 Revise Date Should you need to revise the due date check the box and a Calendar will pops up from which you can choose the Revised Due Date for the implementation of the action Implementation Use the up down arrows to indicate the progress of the implementation Progress in terms of a percentage If the action is complete change this to 100 Browse If the action is complete and the action has a risk rating of Medium High or Very High you are required to attach evidence of completion by clicking on the Browse button to search for and attach the relevant file Only one file may be attached within TeamCentral This will save your status update Clear If you have made a mistake with typing of the status update and want to clear all the Status Update text Cancel If you make a mistake and want to close this status update box without saving changes 20 9 Fi
11. an officer identified in an internal or external audit report who has been assigned to act as the responsible officer to implement an audit recommendation or agreed management action An Owner is typically a staff member who holds a position of responsibility such as Manager Director Dean of College Deputy Vice Chancellor o Typical Tasks Note e Final Approver o Who Provide periodic management updates on the status of each outstanding audit recommendation for approval by a Final Approver DVC Attach evidence of completion progress for review by Final Approver and evaluation by Implementation Co coordinator Internal Audit An officer may become an owner due to restructure policy revision or management decision made by DVCs or the Vice Chancellor Please contact Internal Audit if you are in any doubt regarding your ownership of an audit recommendation Usually DVCs or senior officers in a similar position who have an overall responsibility for audit related matters for a Division Significant portfolio such as the Chair of Academic Board Note where the term DVC is used in this guide it is intended to also refer to the senior officer who has overall responsibility for audit related matters for a Division Significant portfolio o Typical Tasks Reviews a status update provided by an Owner Seek clarification evidence from an owner using the Comment function in TeamCentral Approves status updates and evidence provide
12. and e Audit recommendations made by the Queensland Audit Office QAO Internal Audit is obligated under the International Standards for the Professional Practice of Internal Auditing Standards and the internal audit Charter to e obtain and evaluate management updates on the progress achieved towards implementing audit recommendations and e report periodically to the Vice Chancellor and the Audit Committee AC of the University Council on the status of each outstanding audit recommendation From 25 July 2014 Internal Audit will roll out TeamCentral web based one of five modules of the newly implemented TeamMate audit management system to manage the audit recommendation follow up process The purpose of this user guide is to provide JCU staff members who are involved in the audit recommendation follow up process with a point of reference which shall assist them in understanding and fulfilling their roles and responsibilities in this process using TeamCentral On site initial system training will be provided to system users by Sio Naidoo Internal Auditor who is the designated audit recommendation follows up co ordinator and TeamCentral system administrator Ongoing guidance and support will also be provided by Sio in the first instance based on the needs of individual users It is expected that most queries may be resolved over the phone e Primary Phone Number for support Ext 15344 Sio Naidoo Internal Auditor e Secondary Phone Numb
13. bout Internet Explorer Step 3 From the drop down menu Click gt Compatibility View Settings The pop up screen as shown on the right should appear Compatibility View Setti PR Change Compatibility View Settings C Websites you ve added to Compatibility View teammatehosting com Remove Display intranet sites in Compatibility View Use Microsoft compatibility lists Learn more by reading the Internet Explorer privacy statement Close Click gt Add This will add the webpage teammatehosting com to the Websites you ve added to the Compatibility View enabling you to view pages from the site teammatehosting com This would only have to be done once Once these steps are completed you should see the Compatibility View Settings screen as shown on the right Click gt Close 4 Howto login into TeamCental Option 1 Login to TeamCeniral using the Status Update Reminder Email Step 1 Open the link for TeamCentral from the Status Update Email Reminder Open the Status Update Email Reminder generated TeamCentral which would have been received from internal audit jcu edu au At the end of the email there will be a Recommendation table an example of the table seen on the Status Update Email Reminder is shown below Click gt Go to Recommendation on the table for any particular audit recommendation Go to Recommendation Estimated Revised Implementation Date Implementation Date Prorty Days
14. d by an owner Mark a completed audit recommendation as Implemented using the Implemented function When the status update and evidence if appropriate is reviewed the Manager Internal Audit will make the final decision to close the recommendation action The Vice Chancellor has requested that all outstanding management actions be closed only after the approval of a DVC A Final Approver may nominate a delegate within the respective organisational unit to perform the tasks required in TeamCentral on behalf of a Final Approver for practical reasons gt Delegated function or power performed or exercised by the delegate is deemed to have been performed by the authority that delegated it As such actions taken by a Delegate of a Final Approver will be deemed to have been undertaken by the Final Approver who remains responsible for any decision made by the Delegate gt A Final Approver may only appoint one delegate The Final Approver must send an email to internal audit jcu edu au to confirm the following o Name of Delegate o Position of Delegate o Period for which delegated authority shall be valid or a statement that the authority shall be delegated until further notice Table 1 TeamCentral Functions and Roles Matrix Receive email notifications The Owner and Final Approver may receive TeamCentral email notifications Primary email recipient Status Update Reminder Owners will receive the Status Update Email Remind
15. e Internal Audit shared email box internal audit jcu edu au The email will prompt the recipients to login to TeamCentral to action the comment or reply to the comment The recipients may also send comments using the same function 24 11 Owner Final Approver To Implement an Action When an audit recommendation has been fully implemented the following steps need to be completed 1 Owner provides status update as per Section 8 and includes a statement that the audit recommendation has been fully completed 2 Owner clicks Implemented TEST CC 002 04 Approve Reece Status Update Comment Implemented Closed open Issue Recommendation A Entity JCUA VC gt Senior Deputy Vice Chancellor gt Division of Tropical Health amp Life Sciences mg Audit Recommendations Management Action Contacts o DWC Status Update Approval o AAO Evaluation Note m Status Update Properties Attributes The following dialog box will appear gj TeamCentral Webpage Dialog a Implemented ImplerentedDate 7 24 2014 w Clear Cancel 25 The Owner will 1 Update the text box with a concise and clear comment regarding the completion of the recommendation action 2 Select an Implementation Date 3 Attach any appropriate evidence which demonstrates completion of the action recommendation which has a risk ratting of Moderate High and Very High 4 Click gt Save
16. er Once the Owner provides Saves a status update then the Final Approver will receive an email alert that a Status Update for a particular recommendation has been provided by an Owner and this is awaiting approval of the Final Approver Read recommendation Within TeamCentral Owners and Final Approvers may read the Recommendation and the Agreed Management Action Provide status updates An Owner must provide a management update on the status of an outstanding audit recommendation Approve status update The Final Approver may approve status update provided by the Owner if the Final Approver is satisfied with the status update provided by the Owner Status Update approval are done using Status Update buttons Reject status update The Final Approver if dissatisfied with the status update for any reason may choose to not to approve the Status Update The rejection of the status update is done using the Comment function see below Add comments Comment is a means of two way communication which triggers emails between Owner and Final Approver Final Approvers may use comments to ask questions or clarify issues with Owners prior to approving the status update or notify Owners as to why the Status Update has not been approved Owners may respond to Final Approvers using comments Comments are stored in the history of the audit recommendation within TeamCentral Revise dates of completion Owners and Final Approvers may choose to
17. er for support Ext 15182 Maria Mu Manager Internal Audit To ensure that all resoonses and user queries are dealt with timely and effectively Internal Audit requests that all emails relating to the audit recommendation follow up process be addressed to the Internal Audit team s shared email box internal audit jcu edu au Internal Audit would like to acknowledge the following parties for their input and assistance with the development of this inaugural user guide e Kim Colquhoun Principal Internal Auditor at Department of Mines and Petroleum for sharing ideas on TeamCenitral guide development and e TeamMate Support team The Internal Audit team would highly appreciate that any constructive user feedback on this user guide be communicated to us timely so that we may improve the process for the benefit of all stakeholders 2 Roles in TeamCentral explained For each audit recommendation within TeamCentral there are assigned roles which drive the tasks to be completed and the functionality available to users For each audit recommendation there is one Owner and one Final Approver Within TeamCentral a senior staff member may have multiple roles i e for recommendation 1 a the staff member may be an Owner and for recommendation 2 b the staff member may be a Final Approver All email correspondence generated by TeamCentral will specify your role for each recommendation and the required action e Owners o Who An owner is
18. ma din For Information 19 5 Send e mail reminders to recommendation ow ners for status updates that are due gt Notifications i implementations Send e mail reminders to reconmendation ow ners for implementations that are due Status Updates 14 Inplementations 14 Progress Views gt Progress Views a Aging View age in days of outstanding recommendations as of aspecified date Date Revisions POE Date Revisions View recommendations w ith revised dates which can be accepted Status Update Ena Status Update View the recent status updates for pending recommendations har Implementation View the actions that were taken to implement the recommendations Progress Chart View recommendation status by various categories gt Search All Recommendations W N dear Search Tracking Categories Definition in TeamCentral Display all actions recommendations including pending implemented n a and closed actions Pedin AO Display actions recommendations which are not yet started Pending Display actions recommendations which are not yet completed but have started Implemented ca Display actions recommendations which have been fully completed Closed Not Verified Display actions recommendations which have been closed by the Final Approver as completed but have not been verified accepted by Internal Audit Closed Verified Display actions recommendations which have been closed by Final Approver and Internal Audit has
19. n from the drop down menu Re enter username and password and Click gt Login e Call the TeamCentral System Administrator Sio Naidoo on ext 15344 or e E mail your queries internal audit jcu edu au
20. nal Approver To Approve a Status Update To approve a status update on a particular audit recommendation please perform the following steps Click gt Status Update tab shown in red below By clicking on this tab you can review the latest status update made by the Action Owner lf you agree with the status update as it appears in the Status Update tab you need to approve the status m Recommendation e Response This is a status update attachment made on 2 gdi Status update Implementation 21 Click Status Update button highlighted in red below and a pop up box will appear for Status Update where DVC s can add their approval of the status update Type Date Position Title Initials Approved eg 30 06 2014 DVCSR Status update Approved Final Approver may choose to include a concise comment which shall clarify the status of the implementation of the audit recommendation or agreed management action Click Save Your approval should now appear in the Status tab of the recommendation Issue Recommendation x This is a status update attachment made on 79_pdi Status update Implementation 22 10 Final Approver To Make a Comment The comment function allows communication between the Final Approver and Owner within TeamCentral When you make a commen
21. revise due dates for the implementation of the audit recommendation agreed management action Implement recommendations Only Final Approvers may mark a recommendation action as Implemented using the Implemented button Whist TeamCentral allows Owners to perform this function and cannot be customised all actions must only be marked Implemented by the DVCs based on a request from the Vice Chancellor Internal Audit will close recommendations after reviewing the status update and where necessary evidence of completion 3 Before you Login to TeamCentral To log into TeamCentral you must use Microsoft Windows Internet Explorer TeamCentral does NOT support other web browsers Your version of Internet Explorer may not be compatible with TeamCentral which may cause you to receive error messages about your version of Internet Explorer or experience display problems when trying to open the TeamCentral webpage To avoid these display problems follow the instructions below which only has to be done once To add the teammatehosting com to the Compatibility View Settings Step 1 Open gt Internet Explorer Step 2 Click gt on the Tools symbol cogwheel symbol The icon is found on top right corner or use the keyboard shortcut Alt X Pra ww TeamCentral e New tab View downloads Ctrl J Manage add ons F12 Developer Tools Go to pinned sites Compatibility View settings Report website problems Internet options A
22. t this will be sent to the selected recipients as an email When to use comments If Final Approver e disagrees with status update provided by Owner e requires further clarification from Owner regarding status update How to use Comments e Click Comment button highlighted in red below and a pop up box will appear for you to make a comment Book value should have been recorded in financial statements prow erect Status Update Comment Closed open Issue Recommendation u Recommendation Response Contacts Status Update Properties Attributes Owner Tony Maiello Final Approver Colleen Knuff Get bette Colleen Knutt Final Approver Tony Maiello Owner Implementation 23 E TeamCentral Webpage Dialog No Notifications Jennifer Esterheld LI Mike Ev ans W Recipients Use Ctrl key for multiple select or to deselect Holly Hargarten u A Comment box as shown above will appear Type your comment in the text box provided Choose the recipients from the menu by clicking on the name of the recipient A recipient that has been selected will appear highlighted in blue To select more than one recipient hold down the Ctrl key and select recipients using the mouse until all desired recipients are highlighted in blue Click Save When the save button is clicked each selected recipient will receive an email regarding the comment from TeamCentral generated from th
23. thin the tabs are being displayed Audit View the full text of audit recommendation extracted from a Recommendation final audit report Management View the full text of agreed management action extracted from Action a final audit report Contacts View the details of Management who is identified as bearing responsibility for this audit recommendation nanagement action e Owner e Final Approver Status Update View the latest status update text provided by Management Properties Details regarding the following can be viewed from this tab e Estimated Implementation Date e Risk Rating 18 Step 2 Click gt Status Update button 13 QA0 4MR 1 1 Step 3 A pop up window will open as shown below E TeamCentral Webpage Dialog Status Update yf Started L Revise Date Implementation Progress om attachment Browse Clear Cancel Example of a Status Update that would be entered into the text box above Follow up Reporting Cut off Date DD MM YYYY On track Delayed Position Title expects that the audit recommendation shall be fully implemented by DD MM YY Progress achieved to date is outlined as follows 19 Understanding the Status Update Window 1 Status Update Add the status update text in this box Text box For action still in progress Include details of the progress that has been made For actions that have been completed Note that the action has been completed Include
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