Detailing Recommendations

To add more information on a Recommendation, you need to first create the corresponding Audit, detail its Findings and list out its Recommendations. These recommendations are treated as audit actions and are assigned to staff in order to mitigate an issue raised during the audit. .

STEP 1: Navigate to the recommendation you want to add information to.

There are two ways to access an audit recommendation:

Method 1

From the corresponding Finding Details page, click on the 'Recommendation No' or 'Recommendation/Corrective Action' hyperlink which navigates you directly to the Recommendation Detail page.

Method 2

From the top menu, navigate directly to the Recommendations tab to access the Recommendations page. The Recommendations page lists all recommendations of all findings in the system. Use the search and filter controls to locate the Recommendation you want and click 'EDIT' to view the corresponding Detail page.

STEP 2: Specify the following details.

Field	Description/Instructions	Mandatory / Optional
Recommendation No	Unique number automatically assigned to identify the recommendation.	-
Recommendation/Corrective Action	Enter free text to describe the corrective action taken to mitigate the impact of the finding.	Mandatory
Responsible Officer	Select a responsible officer from the dropdown list. When selected, the staff member details, such as Telephone, Email etc. are automatically populated into the fields directly underneath.	Mandatory
Action Status	Select the status of the audit actions. The options are specified within 'Audit Settings'.	Mandatory
Management response	Enter free text to describe the management response.	Optional
Status Report and Status Report Summary	Enter free text to describe the status of the actions listed in the recommendation. The corresponding last updated area displays the name of the person who last updated this section along with a timestamp.	Optional
1st / 2nd / 3rd agreed implementation date	Set three dates in ascending order to implement the actions of the recommendation.	Mandatory
Recommendation completion date	Specify the recommendation completion date. 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
Confirmed Recommendation completion date	Enter the confirmed recommendation completion date.	-

STEP 3: Once all the recommendation information are entered, click 'Internal Audit Sign Off' to save the details. The system generates a confirmation message to inform that the recommendation details cannot be edited after the sign off.

Once a recommendation has been signed off the ‘Internal Audit Signoff’ button is renamed as follows.

An Audit Type Administrator (OHS Administrator or GOV Administrator) can re-open the recommendation once it is signed off.

If all recommendations under a specific finding gets signed off, then the details of the corresponding finding and audit also gets write-protected. To enable the audit and/or finding, one of the existing recommendations must be re-opened.

Last revised: November 26, 2017