Audit Module

This post will show you how to give your staff access to the Audit Module and how to set up an audit.  It is a great way to be reminded of audits that need to be completed, but more than that, it helps you to plan them out. Plan your staff who will be involved, and ensure they are completed within the required timeframe to start.

The post will cover the following:

1. Scheduling an Audit

2. Setting up the audit

3. Working on an Audit

4. In-App Chats

1. Scheduling an Audit

To start with, you need to set up an automated reminder for the audit to be scheduled every year. This means that the system will schedule the main audit task once a year with a reminder, and you can then plan the audit according to your needs on a yearly basis.

To start:

• Please navigate to the Client table to automate your audit reminder.

• Open the client record and go down to the services section. Here you can toggle the audit service on, choose your audit time, set a due month and year, and a day for that audit to be completed. And this is especially critical for any clients who have reporting deadlines.

Once you toggle that on, you will receive a reminder for your clients for the chosen year-end and due date in the Audit table in the audit department. This can be found in your left navigation. Please note that if you select a due month in the past, you will receive a reminder for the following calendar year.

2. Setting up the audit

2.1 Main Audit Reminder

The next step is to set up your audit planning. You do that by:

• Click on the audit record for that client.

• Assign the main team involved. Later on, you can add more team members to each subtask.

• You can set up a whole load of budgeted information there to make sure that your team stick to the budget.

• Choose the sections or lead sheets that apply to this company. Not everything applies to every company. So it's important that you customise it so that your team knows which sections they'll be working on. And this is especially important if you're a training office, that you keep track of the audits that your staff have done. This is a great way to pull the various sections that they've had exposure to, to make sure that their training is complete.

When you click Save, DataGrows schedules those tasks for you.

2.2 Audit Tasks

Once you open the record again, the Audit Tasks tab becomes available in the top right corner, and you can now further customise the staff members who are involved in those various sections that you've selected. You can then further customise your budget per section.

You can do this by clicking on a record and working on the screen to your right, or by clicking on the block with the arrow in just above the 'Audit tasks' heading, as shown below. This will take you to the Audit Tasks table filtered on this audit for this client and enable you to access further subtasks.

2.3 Audit Subtasks

Click on any Audit Task record, then scroll down to the audit subtasks at the bottom,

Or via the Audit Subtasks in the top right corner.

Here, you can set further custom due dates and select your team members as needed.

3. Working on an Audit

The Audit Subtasks view found in the left navigation will show an overview of the entire audit.

This table will display the progress of each team member, including whether they are working on an audit, their current task, the associated dates, and the number of tasks remaining. This is a great way for management to ensure no dates clash, no bottlenecks or backlogs, and that no team members are falling behind because of too many tasks or study leave. If Filter on own is on under your user rights, you will only see tasks assigned to you. Otherwise, you will see all audit tasks.

To work on a task:

• Access the task by clicking on the link, this will take you to that specific task view.

• Here you can time on the task by clicking on the timer

• Change the progress. This allows you to indicate that you need a manager to review what you have reviewed, that there are issues, or that the client is delaying the process.

• Add notes

All of this information helps you to complete the audit in an efficient amount of time, to make sure that each team member knows what's expected of them, and that management knows where there are gaps, where information is outstanding, and how you can assist.

4. In-App Chats

You can chat against any record in DataGrows. This post will explain how.