TeamMate AM

TeamCentral User Guide

version: October 2022

Last Updated: August 09, 2022

Table of Contents
Table of Contents ii
Introduction to TeamCentral 4
Accessing the TeamMate Portal 4
General Navigation 5
Implementation Tracking 6
Access to Tracking Information 6
Implementation Tracking Workflow 7
Implementation Tracking Navigation 8
Recommendation Navigation 10
Notification Views 11
Progress Views 12
Manage Recommendations 15
Recommendations 16
Audit Plan/Project Tracking 21
Reviewing Audit Plans 21
Projects Added After Approval 21
Reviewing Project Status 21
Viewing Milestones 23
Dashboards 24
Creating and Managing Dashboards 24
Viewing Dashboards 25
Editing and Deleting Dashboards 26
Dashboard Description Table 26
Dashboard Administration 31
Reports 33
Running TeamCentral Reports 33
Viewing TeamCentral Reports 34
Saving TeamCentral Reports 35
Saving TeamCentral Reports Grid Layout Modifications 35
Standard Reports in TeamCentral 36
Managing TeamCentral Reports 39
Organize and Secure Report Folders in TeamCentral 40
Modifying a Report in TeamCentral 40

ii
 Adding a New Report to TeamCentral 40
Survey 42
Landing Page 42
Creating a New Survey 42
Publishing a Survey 46
Closing Surveys 47
Re-Opening Surveys 49
Taking the Survey 49
Viewing Survey and Template Reports 50
Index 53
TeamMate Support 54

iii
Introduction to TeamCentral
TeamCentral is the implementation management portion of the TeamMate software suite.
TeamCentral allows access to key historical data related to projects and issues. Features of
TeamCentral include:
l Implementation tracking and reporting tool for both audit and operational management to
manage follow-up of recommendations.
l Project and Audit Plan tracking, including status of milestones.
l Reporting and searching, including across-project searches for issues and projects.
l Dashboard Reporting including graphical reports, data grids, and detailed drill through
reports from the graphical reports and grids.

Accessing the TeamMate Portal

To access the TeamMate Portal:

1. TeamCentral is accessible using two methods:

l Launch your Internet browser and type the address (URL) for the TeamMate portal in the
address bar and press Enter.
OR
l Click the TeamCentral link within the TeamMate Suite LaunchPad.

2. Select the Database Connection for your group.

3. Type your Login Name and Password, and then press Enter.
The TeamMate Portal page opens.

NOTE: If your department is using the Data Partitioning Policy (in

TeamAdmin), then you will be required to select an Organization before
TeamCentral will navigate to the next page.

To access TeamCentral from the Portal Screen:

1. Click Dashboard to access the dashboard reporting feature in TeamCentral.

2. Click Reports to access the reporting feature in TeamCentral.
3. Click Tracking to access the Implementation Tracking features or the Project and Audit
Plan Tracking features in TeamCentral.

The Portal also provides users access to all of the other web applications: TeamTEC (via
the Time and Expense Link), TeamSchedule Web (via the Scheduling Link), TeamRisk
Web (via the Risk Assessment Link), Survey Web (via the Survey Link), as well as
TeamCentral.

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 TIP: Consult your TeamMate Champion for the address (URL) and
database connection information.

General Navigation
TeamCentral supports the following:
l Click column headers to change list order.
l Click tabs to access pages of information.
l Use Filters to narrow lists.
l Drag column headers to the header row in a report to group information.

Shortcut Icons
Icon Description
Export the currently displayed list and its titles to Microsoft Excel.

Export the currently displayed list and its titles to PDF.

Print the currently displayed list.

Chart the results of the currently displayed list.

Additional Navigation Features

Icon Description
Master filter - located at the top right of the page. Used to limit the items show in a view.

Buttons are used throughout TeamCentral for quick access to features and functions.

In the report views, the Grid selection displays the report information in a tabular format.

In the report views, the Reports selection displays the information in a printer-friendly
report.
In the report views, the Chart selection displays the information in a graphical format.

Master Filter
The Master Filter limits projects shown in the views to a specified or multiple Audit Plans, Risk
Assessments, or Schedules.
The filter bar date range may be constrained by a master filter which will limit the start and end
dates to the start/ end date of the assessment or plan selected. You cannot set filter dates outside
of this date range unless you turn off the master filter. The master filter is accessed by clicking the
funnel icon at the top right of the page.

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Implementation Tracking
Implementation Tracking manages the ongoing follow up of recommendations made to
management during a project.

NOTE: Although in TeamEWP, the focus is on the Issue, in TeamCentral

the focus is on the associated recommendation(s). Therefore, throughout
this guide, when the term ‘recommendation’ is used it refers to the issue
and the recommendation(s).

Access to Tracking Information

Implementation Tracking is the only section in TeamCentral to which both Audit and Contacts
have access. All views and actions may be accessible to Contacts, depending on the policies set
up. Regardless of your role, you will only be able to view recommendations to which your
permissions allow. These permissions may have been decided in the TeamEWP project file, or
may have been added to the user’s profile using TeamAdmin.
In addition, you may be a member of an access group that grants you read-only permissions to
projects and recommendations. Your edit permissions will be determined by your role within a
recommendation.

NOTE: Access groups only apply to Auditors.

See "TeamCentral Advanced Settings" in the TeamMate Champions Guide for more information.

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Implementation Tracking Workflow

An overview of the general workflow of a recommendation:

l An issue and recommendation are created in a TeamEWP project file.
l An issue may receive several edits in the TeamEWP project including Audit Management
review and the input of Contact management responses.
l A recommendation is ready to be tracked when the “Track in TeamCentral” checkbox
(enabled in Planning | Project Settings | Policies) is checked and it has an “Estimated Imple-
mentation Date” and Recommendation Contact with an Owner role.
l A recommendation can be sent/ released to TeamCentral once flagged as "tracked" after a
project’s final report is issued, and the status of the TeamEWP project is changed to ‘Imple-
mentation Tracking’. Changing to this status will:
o Set the project file to read-only.
o Change the state of all ‘Tracked’ recommendations to ‘Pending’.

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 o Release tracked recommendations to TeamCentral (Automatically start the Send to
TeamCentral wizard for Distributed environments only), which will allow
issues/recommendations to appear in the Implementation Tracking views in
TeamCentral.
o Enable Implementation Coordinators to send Status Update and Implementation
reminder emails when either of these actions is pending or overdue.
l Each recommendation can have one or many status updates submitted over the lifecycle of
the recommendation. Status updates can also include implementation date revisions.
l A recommendation state can be changed to ‘Implemented’ once management actions it as
complete.
l Implementation can be approved by both contact management and audit before closing it.
l A recommendation can be closed using one of several resolution options.
l A recommendation can be re-opened, if required, after it is closed. Only auditors with
access to the Recommendation have permission to do this, and the project it relates to must
also still be open.

Implementation Tracking Navigation

The Implementation Tracking views include:

1. Tracking views for various stages of the recommendation life cycle. Tracking views are
based on the recommendation state. Tracking Views allow you to filter by recommendation

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 state. The All view is the default view in Implementation Tracking, and shows all recom-
mendations you are authorized to view. The numbers next to the links in the view show the
number of recommendations available to you. When you click the view option, a grid dis-
plays selected information for each recommendation. Clicking on the recommendation title
will open the recommendation details. The information in the view can be filtered, sorted or
displayed in a chart. The view can also be printed or exported to Excel or PDF. Tracking
views that separate recommendations that require action vs. recommendations that are just
for informational purposes to the logged in user/role.
2. The My Tracking area contains two views: For Action and For Information. It is simply a way
to differentiate between recommendations that you are required to take some type of action
on (depending on your specific policy settings) vs. recommendations that you may just want
to be kept informed on.
3. Notification views are used mainly by Implementation Coordinators, but are available to all
users. Email reminders can be sent from these views to recommendation owners to let
them know of upcoming deadlines or overdue status updates/implementations. Send email
notification for overdue status updates or implementations.

NOTE: Email notifications must be enabled in TeamAdmin to send

notifications manually from the view.

4. Progress views for viewing recommendations against implementation dates and status
update criteria. Progress views allow you to perform some basic analysis on recom-
mendations. You can review the aging of recommendations, identify when date revisions
have been submitted, or produce status update and implementation reports that highlight
the latest status of recommendations.
5. Recommendation text search. This view allows you to search recommendations for par-
ticular words or phrases, and will filter the recommendation text, response text and title for
any recommendations that match the search criteria.
6. Filter area for selected view.
7. Master Filter which allows you to filter the implementation tracking area down to a specific
audit plan or multiple audit plans and assessments or schedules.
8. Project Code Search.
9. Save function that allows you to save the current view (includes sorts, groupings, and
column order) permanently for only you. Restore will reset the view to the default settings.
10. Export to Excel, PDF, or view Chart.
11. Link to recommendation detail.
12. State icon representing current state of recommendation.

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Recommendation Navigation

NOTE: For the action buttons 1–6, you can add multiple attachments. The
Maximum default upload size for Recommendation attachments is 10 MG.
Optionally, you can change the maximum upload size in the Web.config
file for TeamCentral.

See "Appendix R: Increase TeamCentral Maximum Upload Limit" in the

AM Installation and Technical Configuration Guide. This procedure should
only be performed by your TeamMate Champion or Administrator.

NOTE: The filenames of attachments may not contain special characters.

Special characters that are not allowed include: / \ : * < > “ |

1. Approve and Reject buttons for approvers. These will be active once a recommendation is
marked as Implemented.
2. Update Status button to makes status updates, change implementation dates, update pro-
gress, and add attachments.
3. Comment button to email selected recipients.
4. Implemented button to mark the recommendation as implemented and add attachments.

NOTE: The name of the button may vary since it is customizable in

TeamAdmin.

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 5. Closed button to close the recommendation once there is nothing more to do.

Open button allows an auditor with access to the Recommendation to re-open the
recommendation once it has been closed.

NOTE: The name of the button may vary since it is customizable in

TeamAdmin.

6. Edit button to edit the recommendation (based on policies) and Issue text.

Delete button to delete the recommendation.

7. Browse through all recommendations within the same issue.

8. Browse through all recommendations within the same view.
9. Help button to view workflow help and Workflow button to view the standard recom-
mendation workflow.
10. Issue tab that displays the issue related information.
11. Recommendation tab that displays the recommendations related information.

Contacts tab allows you to change the owner and other contacts for the recommendation.
History tab allows you to view the workflow history.

12. Implementation tab to view implementation specific information.

13. Coordinator tab to update or set the Implementation Coordinator group.

Notification Views
Email notifications are established using the Integration Setup | Email Notification function in
TeamAdmin. Only administrators with the TeamAdmin tool may perform this function.
See "Managing Email Notifications" in the TeamMate Champions Guide for more information.
Notification views are used to send Email reminders to Owners concerning outstanding or
upcoming status updates or implementation deadlines. Any auditor or contact can use these
views as well, but may not see the Email feature. Notification views can be formatted in the same
way as Tracking Views, so grouping, sorting and re-ordering are possible.

To send notices:

1. Sort all of the oldest recommendations to the top of the list.

2. Select the email checkbox for all overdue status updates or for all soon-to-be due status
updates.
3. Click the Send Email button.

This will send an Email reminder to the Owner of each recommendation selected. If an owner has
more than one recommendation selected, TeamCentral will combine these recommendations into
one email containing links to each recommendation.

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 NOTE: Consolidation is not done for anyone on the cc list as consolidation
can only be done for the To or CC fields not both.

NOTE: The Select All button will check or uncheck all recommendations
shown in the view.

NOTE: These emails can be automated as well as, or instead of, the
manual selection and send. See the TeamMate Champions Guide for
additional information on emails.

There are two filter options in these views:

l Date range - Selecting this option shows two calendars for selecting your start and end
dates for the date range. The dates used in the filter are recommendation estimated/
revised dates.
l Days due - such as: due within 30 days, due within 60 days, and due within 90 days.

You can also drill into the details of the recommendation from this view by clicking on the
recommendation title.

Status Update Notifications

In the Administration section, the number of days since the last status update would have been set
as a trigger (e.g. 30 days). When a status update shows an Age of 30 days or more, then the
status color will change to red to indicate that it is overdue. The orange color indicates that a
status update is due today.

Implementation Notifications
The Implementation Notification view shows recommendations that are ‘Pending’ and displays
their due dates and age to due date. All negative numbers indicate that the recommendation is not
yet due. The orange color indicates that the recommendation was due today. If color is red, then it
is overdue.

Progress Views
For all Progress Views, you can define the date range in which to search for results. This flexibility
allows you to filter all recommendations to a more manageable, and usually meaningful, sub-set.
All reports have the same formatting options as the Tracking View (sorting, grouping, re-ordering
of columns). All views can also be exported to MS Excel for further reporting or analysis.

NOTE: If an Owner (contact) is not yet registered in TeamCentral, they

may not be able to navigate Email links or login.

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 NOTE: If an Owner (contact) is unavailable to provide a status update, this
can be performed by the Final Approver or a Contributor, provided these
roles have been assigned in TeamEWP on the recommendation
“Contacts” tab.

NOTE: If the policy to “Permit implementation dates to be revised” is

turned off, then the revised date checkbox will be disabled in the Status
Update input screen.

Aging
This view shows the age of all recommendations that have an estimated, revised or actual
implementation date between the date ranges supplied. It displays project title/name, issue title,
recommendation title, department, owner, priority, recommendation state, estimated
implementation date, revised implementation date (if there is one), actual implementation date (if
implemented), and two age calculations: Original Age and Revised Age. Both Age calculations
are based on the Implementation Dates:
l Original Age: Actual Date – Estimated Date (or if there is no Actual Date: Today – Estimated
Date).
l Revised Age: Actual Date – Last Revised Date (or if there is no Actual Date: Today – Last
Revised Date). If there is no revised date (field is blank), then a Revised Age will not be cal-
culated.

Date range filter displays all recommendations sent to TeamCentral with estimated or revised
dates within the date range specified.
Control Date is used to calculate the Ages columns using the date as if it was Today.
The age calculations will indicate if the recommendation was implemented on time (age=0,
orange color), ahead of schedule (any negative value, green color), or late (any positive value, red
color). TeamCentral will, by default, run this query as of "Today" (current system date).

Date Revision Progress View

The Date Revision Progress View lists implementation date revisions for approval or editing.
Accepting the date change removes the date revision from the report. However, the revision date
is maintained.
Organizations may prefer to use this report, rather than just Email notifications, based on their
size. Provided the date revisions are permitted, the Project Manager, Project Lead and
Implementation Coordinator will all receive an Email notification if an owner has revised an
implementation date. Any of these roles could navigate the link and review the revision to
determine if it is reasonable and appropriate. If Audit disagrees, the date can be set back (by
submitting another status update) by either the Implementation Coordinator or the Owner. While
this process may be efficient for small groups, many large Audit Departments may prefer to use
the Date Revision Report to examine all implementation date revisions. This report will highlight
all recommendations that have had a date revision since the last time you reviewed the report.

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You can drill into the details of the recommendation to review the date revision and any other
previous revisions in the History Log. In the Date Revisions Progress View the Project Manager or
Implementation Coordinator can then "Accept" the date revision which will clear it from the report.
If you disagree with the date change, then the date can be set back. This would make the
recommendation appear twice in the report. You would then accept both revisions by checking
both recommendations and clicking Accept.

Status Update Progress View

The Status Update Progress View Report is designed to be exported to MS Excel for Senior
Management and/or Audit Committees. This report, when exported, displays the full text of the
current and previous status update fields for each Pending-Not Started and Pending-Started
recommendation.

To view Implementation Status:

1. From the Implementation Tracking view, click the Progress Views Status Update link.
The Status Update view opens.
2. Optional. Click the recommendation description to view details.
3. Optional. Double-click a column heading to sort the report by that heading.
4. Optional. Drag a column header above the grid to group by that column.
5. Optional. Click Filter at the top of the page to narrow the list of recommendations displayed.
6. Optional. Click the Excel icon at the top of the page to export the list to Excel.
7. Optional. Click the PDF icon at the top of the page to export to PDF.

Implementation Progress View

The Implementation Progress View report is designed to be exported to MS Excel for further
formatting and eventual reporting to Senior Management and/or Audit Committees. This report
will list all implemented recommendations, but will not list closed recommendations. The Action
field is the text input by management to indicate what they have done to implement the
recommendation.

Progress Chart
The Progress Chart View shows recommendations sorted by their completion stages: Not Due;
Rescheduled Not Due, Overdue, Completed on Time; Completed Late; Closed; and Canceled.
You can use the filter to show a breakdown by: recommendation priority; recommendation user
category 1; recommendation user category 2; project group; issue type and location. Date filters
can also be applied. If using these filters, each bar on the completion stage chart will show
segments for the filter criteria. The chart data is also shown in a grid and both the chart and the
grid can be copied to another file, for example, a Word document.

NOTE: The actual names of the recommendation user category 1 and 2 is

determined by your organization in Terminology in TeamAdmin.

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Manage Recommendations
Manage Recommendations Views allow you to perform actions on multiple recommendations at
once by selecting multiple rows using the checkbox column.
All recommendations you are authorized to view are displayed and the multiple recommendation
actions are executed following the same policies that are used to perform these actions on a
single recommendation.
The Manage Recommendations Section is accessed by the TeamCentral Administrator, Audit
Manager, Project Manager, Project Lead, or Implementation Coordinator member. Contacts
cannot see this section.
Views allow you to filter by recommendation state, by owner or contact role. The numbers next to
the links in the view show the number of recommendations available to you. When you click the
view option, a grid displays selected information for each recommendation. Assign Contacts View.

Assign Contacts View

The Assign Contacts View allows you to assign contacts to several recommendations at once
without having to open the recommendation details. This view allows you to filter by
recommendation state or by any contact role (Owner, Final Approver, Observer, Contributor, or
Approver).
Only the Administrator, Project Manager, Project Lead, or Implementation Coordinator member
can assign contacts.

To assign contacts to multiple recommendations

1. Select multiple recommendations.

2. Click Assign.
3. Add Contact Wizard shows all active contacts according to the search criteria.
4. Select a contact to be assigned to the recommendations.
5. Select a contact role (Owner, Final Approver, Observer, Contributor, or Approver)
6. Click Finish. User has the option to add another contact.

NOTE: When assigning multiple recommendations: If the contact being

added is already assigned on a recommendation, the recommendation is
not updated. If the contact being added is assigned as an Owner or Final
Approver the initial Owner or Final Approver is demoted as Observer.

Multi Close View

The Multi Close View allows closing several recommendations at once without having to open the
recommendation details.
Only the Administrator, Audit Management, Project Manager, Project Lead, or Implementation
Coordinator member can close recommendations.

To close recommendations

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 1. Select multiple recommendations.
2. Click Close.
3. The Close Action pop-up allows introducing comment, closed date, resolution, auditor
name for all recommendations selected for close.
4. Click Submit.

NOTE: If the last project recommendation is closed and the Project state is
“Implementation Tracking” the project will be closed automatically.

Multi Delete View

Multi Delete View allows you to delete several recommendations at once without having to open
the recommendation details. This view shows all recommendation states, including closed project
recommendations.
Only the Administrator can delete recommendations.

To delete recommendations

1. Select multiple recommendations.

2. Click Delete.
3. A warning message will request you to confirm the action.
4. Click Ok to confirm.

NOTE: If all issue recommendations are deleted, then the Issue will be
removed automatically.

Recommendations

Viewing Recommendations

To view recommendations:

1. From the TeamCentral home page, select Tracking| Implementation.

2. Select the tracking view you need, for example, view All recommendations. The selected list
displays.
3. Click a recommendation title to view details.
4. To view the associated project, click the Issue segment title, then click the Project (File
Drawer) icon to the right of the project name.

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 Select Back from the Internet Explorer Browser to return to the Recommendation page.

Recommendation State Symbols

Icon Name/Description
Yellow triangle ‘Pending – Not Started’
The recommendation has been recently released from TeamEWP and management has not
yet started implementation.
Yellow triangle with forward arrow ‘Pending – Started’
Management has indicated they have started the implementation process.
Green Circle ‘Implemented’
The recommendation is implemented, but not yet approved by either management or Audit.
Green Circle with Bulls-eye ‘Implemented – Interim Client Approval’
The recommendation has received one or more client approvals, but not final client approval.
Green Circle with #1 ‘Implemented – Final Client Approval’
The recommendation has received final client approval and is now ready for Audit to Approve
or Reject the implementation.
Green Circle with #2 ‘Implemented – Audit Management Approval’
The recommendation has received Audit approval and is now ready to be closed.
Blue Square with Star ‘Closed – Verified’
The recommendation has been closed and Audit is indicating that they have verified the
implementation.
Blue Square ‘Closed – Not Verified’
The recommendation has been closed and Audit is indicating that they did not verify the
implementation. This state can be disabled via Policies.
Blue Square with an Exclamation Mark ‘Closed – Accepts Risk’
The recommendation has been closed and Audit is indicating that Management is accepting
the risk exposure and NOT implementing the recommendation. This state can be disabled via
Policies.
Blue Square with Forward Arrow ‘Closed – Not Applicable’
The recommendation has been closed and Audit is indicating that the recommendation has not
been implemented because it is no longer applicable/ no longer valid. This state can be
disabled via Policies.

Updating the Status of a Recommendation

To update the status of a recommendation:

1. From the Implementation Tracking view, click the Recommendation description to open.
2. Click the Update Status button at the top of the page.
3. Type the description of the action.
4. Optional. Click Started to indicate work has begun on the recommendation.

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 5. Optional. Select the new Implementation Date by checking the Revise Date checkbox.
6. Optional. Update the Implementation Progress Percentage.
7. Optional. Add attachments by using the Add Attachment button. Multiple attachments can
be added with each status update.
8. Click Submit and then Close.

TIP: Use attachments to support the status update. In other words, use
attachments to document what was done to correct the issue.

Marking Recommendations as Implemented

To mark recommendations as implemented:

1. From the Implementation Tracking view, click the Recommendation description to open.
2. Click the Implemented button at the top of the page.
3. Type the description of the action. (optional unless policy set)
4. Optional. Add attachments. Multiple attachments can be added with each Implementation.
5. Optional. Change the implemented date (the date defaults to the current date).
6. Click Submit and then Close.

Entering Recommendation Comments

To enter recommendation comments:

1. From the Implementation Tracking view, click the Recommendation description to open.
2. Click the Comments button at the top of the page.
3. Type your comments.
4. Select the Recipient(s) for the email notification. Use the CTRL key to select or deselect mul-
tiple recipients.
5. Optional. Add Attachments.
6. Submit comments about the recommendation.

Approving Recommendations

NOTE: Access to the Approve feature is controlled by your organization’s

TeamMate policies. Depending on your organization’s policies, the
Approve feature may be used by both the contact and the auditor.

To approve recommendations:

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 1. From the Implementation Tracking view, click the Recommendation description to open.
2. Click the Approve button at the top of the page.
3. Type the description of the action.
4. Optional. Add Attachments.
5. Click Submit and then Close.

Closing Recommendations

To close recommendations:

1. From the Implementation Tracking view, click the Recommendation description to open.
2. Click the Close button at the top of the page.
3. Type the description of the action.
4. Select the method for closing the recommendation (for example, Closed – Verified).
5. Optional. Add Attachments.
6. Click Submit and then Close.

Opening a Closed Recommendation

NOTE: Only a user with Administrator, Audit Management,

Implementation Coordinator group member, Project Manager, and Project
Lead access to TeamCentral can perform this function.

To open a closed recommendation:

1. From the Implementation Tracking view, click the closed Recommendation to open the
details.
2. Click the Re-Open button at the top of the page.
3. Type the description of the action. (optional unless policy set)
4. Optional. Add Attachments. Multiple attachments can be added with each re-opening
action.
5. Click Submit and then Close.

Deleting Recommendations
Deleting a recommendation removes recommendation from the database which means it will be
removed from TeamEWP and TeamCentral in a Centralized environment. In a distributed
environment it will only be deleted from TeamCentral. If the recommendation being deleted is the
only recommendation that is associated with an issue, the Issue will be deleted as well.
The delete action is only available to Administrators and is available at any time.

To delete recommendations:

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 1. From the Implementation Tracking view, click the Recommendation to open the details.
2. Click the Delete button at the top of the page.
3. A warning message will request you to confirm the action. Click Yes to confirm.

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Audit Plan/Project Tracking
Audit Plan/ Project Tracking views include Project Status and Milestones.

Reviewing Audit Plans

The Audit Plan Monitoring View is the same as the Audit Plan Monitoring report available in the
reports area. This view allows Audit Management to monitor and track the current and past audit
plans. The key things this view identifies is the current status of approved project and whether
they are on track for completing on time and the number of issues that have been reported to date.
This View/Report can be easily exported and included as part of an Audit Committee package of
reports.

To review the Audit Plan:

1. Click the Audit Plan/ Project Tracking tab.

2. Click the Audit Plan Monitoring link
3. Optional. Set filters to apply to the Report. Click Run.

Projects Added After Approval

In TeamAdmin, you can select to set an Audit Plan as “Approved” to lock in the projects that were
approved for that Audit Plan. Once the flag is set, all projects that are added to the Audit Plan after
the flag was set are considered “unapproved”. To view a list of these projects, select the Added
After Approval view.

To view projects added after Audit Plan approval:

1. Click the Audit Plan/ Project Tracking tab.

2. Click the Added After Approval link.
3. Default setting is to display all projects in the past year that are not approved.
4. Optional. Filter the report view by clicking the Filter drop-down menu at the top of the page
and selecting the view.
l Search for projects between a start and end date.
l Search based on Project Status.
l Search based on Audit Plan (only audit plans that have the “approved” checkbox selec-
ted in TeamAdmin will appear here).
l Select if you want to view all projects or just a certain approval option.

Reviewing Project Status

The main purpose of the Project Status Report is to give Audit Management a way to track the
overall progress of the Audit Plan or projects in progress. The Project Status Report searches the
TeamMate Suite database for all projects and displays the results sorted by start date.

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You can use the Master Filter to limit projects shown in this view to a specified risk assessment or
audit plan. Use the funnel icon in the title bar to select a master filter.
The filter bar defaults to a two year search period; one year prior to today to one year after today.
To change these dates to narrow your search, simply use the drop down calendar to select new
dates. In the grid displayed, text formatting of the dates indicates the different date types:
l Grey and italicized –estimated dates.
l Black and standard – scheduled dates.
l Black and bold – actual dates.

NOTE: The filter bar date range may be constrained by a master filter. A
master filter will limit the start and end dates to the start/ end date of the
assessment or plan selected. You cannot set filter dates outside of this
date range unless you turn off the master filter. The master filter is
accessed by clicking the funnel icon at the top right of the page.

Project states include:

l Identified – a project that has been established in TeamRisk, but has not been scheduled or
created in TeamEWP.
l Scheduled – this is a project that has been scheduled in TeamSchedule but has not been
created in TeamEWP.
l Planning – the project has been created in TeamEWP, but has not been initialized, which
means fieldwork has not yet started.
l Fieldwork – testing has begun on the TeamEWP project.
l Draft – this is the same as Post Field Work in TeamEWP, which means the draft report has
been issued.
l Response – management has begun the process of responding to the draft report.
l Issued – the final report has been issued for the project.
l Implementation Tracking – the project is read only in TeamEWP and all project recom-
mendations are now being tracked for implementation in TeamCentral.
l Closed – the project and all associated recommendations have been closed in TeamCen-
tral.

To view the project status:

1. Click the Audit Plan/ Project Tracking tab.

2. Click Project Status in the Project Tracking pane at the left of the page.
The report appears with all information displayed.
3. Optional. Filter on a date range or a project status.
4. Optional. To view the project profile details click the project.

TeamCentral User Guide 22

 NOTE: The project profile details include any general information
pertaining to the project input into the database. The status of the project
will determine how much information is included in the project profile. For
example, if a project was identified in TeamRisk, the Risk Scores and
custom measures will be populated in Risk tab.

Viewing Milestones
In TeamEWP, you can define a customized list of milestones that your organization tracks
throughout a project. This list of milestones, along with their estimated, revised and actual dates,
is displayed in TeamCentral. TeamCentral will display all projects in a collapsed state to show the
last achieved milestone, the milestone date and the next milestone to be achieved. A ‘+’ sign
indicates that there is more information available for the project (more than one milestone has
been achieved).

To view project milestones:

1. Click the Audit Plan/ Project Tracking tab.

2. Click Milestones in the Project Tracking pane at the left of the page.
The report appears with all information displayed.
3. Optional. Filter the report view by clicking the Filter drop-down menu at the top of the page
and selecting the view.
l Search for projects between a start and end date.
l Search for projects with a Milestone due (Next Milestone).
l Search for projects with late milestones (Late Milestone checkbox).

4. Click the ‘+’; the project will expand to show each milestone, its age (today – estimated or
revised date), the estimated, revised and actual milestone dates, and any comments that
were provided for the milestone in TeamEWP.

TeamCentral User Guide 23

Dashboards
TeamCentral dashboard reports include graphical reports and grids that can be customized using
provided filters and metric options. The dashboards reports must be placed onto a dashboard
where 1-4 reports can be viewed. Once placed on a dashboard, the report can be customized and
saved with data filter, legend location, and color palette preferences.
Upon first login, your administrator may have created a default dashboard which can be
configured or simply removed when creating an additional dashboard. Each new dashboard
created by a user will only be available to that user. In addition, TeamCentral reports can be
displayed on the dashboard as well.

NOTE: If you cannot see any dashboards, your administrator may have
restricted this ability OR you need to be assigned the correct TeamCentral
Report role in TeamAdmin.

Creating and Managing Dashboards

To create and manage dashboards:

1. Select the Dashboard link from the portal page or select the Dashboard icon from the
toolbar in the top right of TeamCentral. The default dashboard (if available) will display.
2. Select the ADD icon next to the Master Filter icon on the tab row. A maximum of 5 dash-
board tabs are allowed.
3. Enter a Title for your Dashboard tab.
4. Determine if you want to display either 2 or 4 tiles on your Dashboard.

NOTE: If you only want one report shown, pick the option for 2 tiles, and
only fill out options for 1 tile. Similarly, if you only need 3 reports, select the
option for 4 tiles and only fill options for the 3 reports you want.

5. Select which Dashboard reports or TeamCentral reports you want to display in each tile. If
you just want to display one report, select a report in only one of the tiles.
6. If you selected a TeamCentral Report, determine whether you want to view the Grid, Report
View, or Chart.

See " Reports" on page 33 for more information.

7. Select the options for Hover Over Grid, Color Palette and Legend.
l Legend allows you to select a location for or disable the legend.
l Color Palette allows you to modify the type of colors that display in the graphical charts.
l Show Hover Grid toggles a grid view of the data when the mouse is placed on a numeric
value in the graphical charts. (if this is off, the count will display as hover over)

TeamCentral User Guide 24

 8. Click SAVE.

NOTE: If you modify the Default dashboard tab, it becomes your personal
default tab.

Viewing Dashboards
To view dashboards:

1. Once the Dashboard displays with the selected reports, the Dashboard reports can be cus-
tomized by clicking on the modify icon.

NOTE: TeamCentral reports can only be customized using the Saved

Reports feature and then adding the saved report in the Dashboard.

See "Saving TeamCentral Reports" on page 35 for more information.

2. Filters vary amongst the dashboard reports. However, Primary Metric refers to the Y or hori-
zontal axis on a stack chart while Secondary Metric refers to the X or vertical axis.
3. The more common display related options are:
l Legend allows you to select a location for or disable the legend.
l Color Palette allows you to modify the type of colors that display in the graphical charts.
l Show Hover Grid toggles a grid view of the data when the mouse is placed on a numeric
value in the graphical charts. (if this is off, the count will display as hover over)

4. Select SAVE to permanently save your filter and display preferences to the current dash-
board or RUN to just view them once.
5. Some dashboards have detailed drill through reports available. Select the area of the chart
or the link on the grid to see the detailed data behind the number.
6. To see a larger version of the report, select Go To. When finished, you can select Back to
return to the dashboard.

7. Optional Some dashboards include a grid view. Select the grid icon to view the grid.
8. Optional Some dashboards include the ability to toggle the chart type. Select either the
stack chart icon or the pie chart icon to display the preferred option.

9. Optional The Master Filter icon at the top of the page allows the report results to be lim-
ited to selected Audit Plans, Assessments, or Schedules. To set, click the icon, select an
Audit Plan or multiple Audit Plans, then optionally select Risk Assessment or Schedules,
select your value(s), and select either Save or Filter.

TeamCentral User Guide 25

Editing and Deleting Dashboards
To edit and delete dashboards:
To EDIT a dashboard, ensure the dashboard you want to edit is displayed and selected. Select
the Edit icon . The Personalize Dashboard window will appear with the current settings.

NOTE: removing a dashboard report will remove any saved settings to the
removed dashboard report.

To DELETE an entire dashboard, ensure the dashboard you want to delete is displayed and
selected. Select the Delete icon .

Dashboard Description Table

NOTE: You can click the help icon in the top-right corner of the
Dashboard Report to view a more detailed description of the dashboard.

Detailed
Drill
Through
Dashboard Title Description Report?
Audit Plan Status Displays selectable metrics about Project counts by category and Y
date range. The following criteria are used to determine the data that
is included:
- Project Status is Identified, Scheduled, Planning, Fieldwork, Draft
Report, Responses Accepted, Issued, Implementation Tracking or
Closed, including Finalized and Canceled Projects. Expired Projects
are excluded.
Issues by Level Displays the number of Issues for each Level by month. The Y
following criteria are used to determine the data that is included:
- Project Status is Issued or Implementation Tracking, including
Finalized and Canceled Projects. Expired Projects are excluded.
- Issues can have more than one level and may be counted more
than once.
- Realtime tracked Issues are not included if Project is NOT in Issued
or Implementation Tracking state.
- The Project Actual Issue Date must be within the Ending date and
the number of selected months.
- Detailed drill through report may display more records than the
dashboard because it is displaying fields related to Issues and
Recommendations and one Issue may have more than one
Recommendation.

TeamCentral User Guide 26

 Detailed
Drill
Through
Dashboard Title Description Report?
KPI Grid Displays Target and Actual data around specific Key Performance N
Metrics in TeamAdmin-Report Setup. The following criteria are used
to determine the data that is included:
- Project Status is Fieldwork, Draft Report, Responses Accepted,
Issued, Implementation Tracking or Closed, including Finalized and
Canceled Projects. Expired Projects are excluded.
- The date range filter is applied to timesheet dates for "Hours of
Overtime Worked" KPI - “Staff Turnover” KPI cannot be filtered by
date so it will continue displaying the rate for all canceled user in the
database.
Procedures Displays the total number of Procedures with the needle displaying Y
Resulting in the number and percent of all Procedures that resulted in an Issue.
Issues The following criteria are used to determine the data that is included:
- The Project Status is equal to or greater than the selected status,
including Canceled Projects. Expired Projects are excluded.
- Finalized Projects can be included or excluded.
- The date range is applied to Project Actual Start Date.
- Detailed Drill Through Report could display more records than the
dashboard because it is displaying fields related to Procedures,
Issues and Recommendations; one Procedure may have more than
one Issue and Issues can have more than one Recommendation.
Project Milestone Displays Milestones due within a certain date range or the current N
Grid week. Can be filtered by various Project categories. The following
criteria are used to determine the data that is included:
- Project Status is Identified, Scheduled, Planning, Fieldwork, Draft
Report, Responses Accepted, Issued, Implementation Tracking or
Closed, including Finalized and Canceled Projects. Expired Projects
are excluded.
- The date range is applied to Milestone Revised Date or Milestone
Estimated Date.

TeamCentral User Guide 27

 Detailed
Drill
Through
Dashboard Title Description Report?
Project Milestone Displays milestones due within a certain date range.The following N
Status criteria are used to determine the data that is included:
- Project Status is Identified, Scheduled, Planning, Fieldwork, Draft
Report, Response Accepted, Issued, Implementation Tracking or
Closed, including Finalized and Canceled Projects. Expired Projects
are excluded.
- The Date Range filter is applied to the selected date metric
(Milestone Estimated Date or Milestone Actual Date or Milestone
Revised Date).
- Milestones are grouped by the Delayed or Timely status:
- Pending: Number of milestones, where the Estimate or Revised
Date is earlier or equal than the current date.
- Overdue: Number of milestones, where the Estimate or Revised
Date is later than the current date.
- On Time: Number of milestones, where the actual date is earlier or
equal than the estimated or revised date.
- Late: Number of milestones, where the actual date is later than the
estimated or revised date.
Project Opinion Displays Project counts by Opinion and Rating category. The Y
and Rating following criteria are used to determine the data that is included:
- The Project Status is equal to or greater than the selected status,
including Canceled Projects. Expired Projects are excluded.
- Finalized Projects can be included or excluded.
Comprehensive Displays selectable metrics about Recommendation counts within N
Recommendation categories and date ranges. The following criteria are used to
determine the data that is included:
- Project Status is Identified, Scheduled, Planning, Fieldwork, Draft
Report, Responses Accepted, Issued, Implementation Tracking or
Closed, including Finalized and Canceled Projects. Expired Projects
are excluded.
- The counts include all Recommendations.
- The End Date is applied to the selected date metric to display the
12 previous months.
Project Status Displays Project counts by status and an additional secondary metric Y
which can be a category or date. The following criteria are used to
determine the data that is included:
- Project Status is Identified, Scheduled, Planning, Fieldwork, Draft
Report, Response Accepted, Issued, Implementation Tracking or
Closed, including Finalized and Canceled Projects. Expired Projects
are excluded.
- The End Date is applied to the selected date metric to display the
12 previous months.

TeamCentral User Guide 28

 Detailed
Drill
Through
Dashboard Title Description Report?
Recommendation Displays Recommendation counts by priority and due dates Y
Aging Tracking (Recommendation Actual Date or Recommendation Revised Date).
The following criteria are used to determine the data that is included:
- The Project Status is equal to the selected status, including
Canceled Projects. Expired Projects are excluded.
- Finalized Projects can be included or excluded.
- Only tracked Recommendations are included.
Recommendation Displays Recommendation counts by status and a selectable Y
Status category. The following criteria are used to determine the data that is
included:
- Project Status is Implementation Tracking OR
- Project Status is less than Implementation Tracking and the Issue
is released OR
- Project Status is less than Implementation Tracking and at least
one Issue’s Recommendation has an action in TeamCentral.
- Finalized and Canceled Projects are included. Expired Projects are
excluded.
- Only tracked Recommendations are included.
- Recommendation Delayed or Timely Status is: Not Due,
Rescheduled Not Due, Overdue, Completed on Time, Completed
Late, Closed or Canceled.
- Recommendation Delayed or Timely Status are calculated based
on Recommendation Revised Date, Recommendation Estimated
Date or Recommendation Actual Date.
Recommendation Displays Recommendation counts by Priority within a certain Issue Y
by Priority date range. The following criteria are used to determine the data that
is included:
- Project Status is Issued, Implementation Tracking or Closed,
including Finalized and Canceled Projects. Expired Projects are
excluded.
- Only tracked Recommendations are included.
- The Project Actual Issue Date must be within the Ending date and
the number of selected months.

TeamCentral User Guide 29

 Detailed
Drill
Through
Dashboard Title Description Report?
Recommendation Displays the number of tracked Recommendations that are new or N
Due by Quarters due in each quarter. The following criteria are used to determine the
data that is included:
- Quarter definition is set up in TeamAdmin – Report Setup.
- Project Status is Implementation Tracking OR
- Project Status is less than Implementation Tracking and the Issue
is released OR
- Project Status is less than Implementation Tracking and at least
one Issue’s Recommendation has an action in TeamCentral.
- Finalized and Canceled Projects are included. Expired Projects are
excluded.
- Recommendations in each quarter are grouped by:
- Recommendations due before and after the end of the current
quarter.
- Changes during quarter (Recommendations that are been
implemented or created)
- Recommendations due before and after the end of the next quarter.
Tested Controls Displays all Controls with a linked Procedure. Test results are based Y
Status on Test Results field on the Scorecard tab of the Procedure.The
following criteria are used to determine the data that is included:
- If a Control is linked to more than one Procedure, theresults are
consolidated (hence the Partially Passed and Partially Failed
thermometers)
- Controls can be filtered to only “Key” Controls; key Controls must
be set by using the Yes/No1 checkbox on the Control.
- The Project Status is equal to or greater than the selected status,
including Canceled Projects. Expired Projects are excluded.
- Finalized Projects can be included or excluded.
- The date range is applied to Project Actual Start Date.
- Detailed drill through report could display more records than the
dashboard because it is displaying data related to Control,
Procedures and Recommendations; one Control may have more
than one Procedure and this may have more than one
Recommendation.

TeamCentral User Guide 30

 Detailed
Drill
Through
Dashboard Title Description Report?
Top 10 Risks Displays the highest rated Risks from TeamRisk. It also displays if Y
any linked Controls were tested and if any Issues were linked to the
Procedure. The following criteria are used to determine the data that
is included:
- The Mitigating Controls Tested will display whether all Procedures
are passed, partially passed, partially, failed, or not tested.
- If there is at least one Issue linked to Procedure, linked to a Control
linked to the Risk, the Outstanding Issues column will display a Yes.
- Detailed drill through report could display more records than the
dashboard because it is displaying fields related to Risk, Controls,
Procedures and Recommendations; one Risk may have more than
one Control and this may have more than one Procedure and this
may have more than one Recommendation.

Dashboard Administration
To access the Dashboard administration area select the Administration link on the dashboard
page in TeamCentral.

Dashboard Creation
TeamCentral allows an administrator to restrict the ability to create personal dashboards by role.
To restrict a role from creating personal dashboards, uncheck the box next to the role and select
SAVE.

Dashboard Access
TeamCentral allows an administrator to restrict certain dashboards to only be available to users
with the Audit Management role (TeamCentral Reports role). To restrict a dashboard, uncheck the
box next to the dashboard and click Save.

Manage Default Dashboards

TeamCentral allows an administrator to create one default dashboard per TeamCentral Reports
role. To create these dashboards simply enter a Title, select which reports will display (one to
four), and then select one or more roles to apply the dashboard. Click Save.
Once the dashboard has been created, it can be deleted by clicking Delete next to the entry
located in the Manage Default Dashboards window.

Clear Existing Dashboards

To clear ALL users’ dashboards, select <All> and click Clear.

TeamCentral User Guide 31

 WARNING: If you select this option, you will REMOVE all personal
dashboards for ALL users. USE THIS FEATURE WITH CAUTION, this
action is NOT reversible.

To clear an individual user’s dashboard, select the "Plus" icon to find and select the user.
Once the user has been selected, click Clear. (You can select more than one using the Ctrl
button).

TeamCentral User Guide 32

Reports
TeamCentral reports can be viewed as a grid, a printer-friendly report, or as a chart. Reports can
be filtered and sorted to show just the information you need. There are 5 basic categories of
reports that are considered “system” reports and installed automatically as:
l Issue Reports: focusing on issues and recommendations.
l Project Reports: focusing on project information.
l Management Reports: focusing on big picture data like Audit Plan and Resource mon-
itoring.
l Procedure Reports: focusing on Procedures and related data.
l Risk and Control Reports: focusing on Risks and Controls and related data.

NOTE: If you cannot see any reports, your administrator may have
restricted this ability OR you need to be assigned the correct TeamCentral
Report role in TeamAdmin.

Running TeamCentral Reports

To run TeamCentral reports:

1. Click the Reports tab.

2. Click the report title you want to run
3. Select the filtering option for the report:
Basic – Select the items, on which to filter your report results.
Advanced – Build the filtering criteria for your report.
l Select Add Condition You can select multiple items. For example, you can select pro-
jects with an opinion of “Unsatisfactory” for the year 2007. You can compare values using
the OR and AND options.
l Select RUN to run the report.
l Optional. To save the report with selected conditions, select SAVE.

See "Saving TeamCentral Reports" on page 35 for more information.

NOTE: Using the advanced filter for custom properties, fields, and
measures will not allow you to search for null values due to a technical
limitation.

4. Once the report displays, there will be additional view options displayed in the left hand
corner. Generally, those options will be: Grid, Report, and Chart, but occasionally, the Chart
option will not be available. Click the icons to change the format.

TeamCentral User Guide 33

 5. Optional. Filter the report view further by selecting either the Basic or Advanced radio but-
tons at the top of the page or by clicking the Filter drop-down arrow at the top of the page.

6. Optional. The Master Filter icon at the top of the page allows the report results to be lim-
ited to selected Audit Plans, Assessments, or Schedules. To set, click the icon, select an
Audit Plan or multiple audit plans, then optionally select Risk Assessment or Schedules,
select your value(s), and select either Save or Filter.

Viewing TeamCentral Reports

To view TeamCentral reports:

1. The following functions are available in the Grid view:

l Group By: The Grid view allows for the grouping of report results by simply dragging the
Column header into the space above that says “Drag a column header here to group by

that column”. This function can be turned on or off by selecting the Group By icon.
l
To expand and collapse the groups, use Expand and Collapse icons.

TIP: The Merge feature must be disabled in reports to use the Group
feature. Since merge already combines data, you must disable it in the
following reports if you want to group by columns instead:

o Comprehensive Risk Grid

o Comprehensive Procedure Grid
o Risk and Controls with reported Issues
l Re-Order Columns: Columns on the Grid can be re-ordered by dragging and dropping
them next to any column on the Grid.
l Column specific functions via the drop down menu:
o Sort: Ascending, Descending, or None

o
Hide: Hide the existing column from view. Select to unhide the columns.
o Lock/Unlock: Freezes the column so that you can scroll to the right and still see the
locked column.
o Total Functions: provides mathematical calculations for the values within the column
o Group Functions: provides mathematical calculations for the values within a group.
l Conditional Formatting: Columns or rows on the grid can be formatted within the grid
based on certain conditions. To open the conditional formatting window select : .

a. To add a condition, click ADD.

b. Select a field to base the condition on and enter your condition parameters.
c. Select the field (or entire row) you want the format to be applied to.
d. Select the formatting option(s).

TeamCentral User Guide 34

 e. Click OK.
l Formatted HTML data: By default reports that have HTML (text) fields on them display
the data in the way they were formatted in EWP (i.e.- tables, bold, colors, etc.). However,

if you would like to view the data without all the formatting, simply select the icon to
remove all formatting.

TIP: When exporting a report to Excel that includes links to issue or project
details in TeamCentral, those links will be included in the export. Selecting
the link will take the user from Excel directly to the Issue or Project details
in TeamCentral (standard security settings still apply). You must be in
Enable Editing mode in Excel for the links to work.

2. The following functions are available in the Report view:

l Export: Export the report to Excel, PDF, HTML, or RTF by selecting the appropriate icon.

3. The following functions are available in the Chart view:

l Chart Data: Select a new chart to view by selecting an available option in the Chart Data
dropdown.
l Appearance: Customize the Chart by selecting the Appearance icon.
l Export: Export the chart image by selecting the icon.

Saving TeamCentral Reports

Saving a TeamCentral report creates a copy of the report layout into your report list. You can then
modify the report layout to create your own personal report layout. Follow the previous steps for
running a report, and then click Save.

To save a TeamCentral report:

1. Populate the name and description of the report and designate the folder destination.
2. Click Save.

NOTE: The option to save TeamCentral reports can be limited to only

TeamCentral Reports administrator by selecting that policy in the
TeamCentral administration section.

Saving TeamCentral Reports Grid Layout Modifications

Once you make your changes to a saved report layout, you will need to save the report grid layout
modifications.

TeamCentral User Guide 35

To save a TeamCentral report grid layout modification:

1. Run the previously saved report.

NOTE: You cannot modify the layout of TeamCentral’s default reports.

2. Modify the column layout format. You can move columns, hide columns, add conditional
formatting, or change the grouping preferences of the report.
3. Click the Save icon in the toolbar.

Your modifications will now be saved the next time you run the report.

Standard Reports in TeamCentral

Report Name Business Rules
Attributes - Displays All Recommendations containing Attributes data in the Database.
Comprehensive
Report
NOTE: This report is not displayed by default.

Attributes - List of Displays a list of Reports issued during a user defined reporting period.
Reports for Period

NOTE: This report is not displayed by default.

Attributes - Prior Displays a list of Reports where No Management Decision was made for
Reports with No Recommendations prior to the end of the report period.
Management
Decision
NOTE: This report is not displayed by default.

Attributes - Displays a list of Reports that contains Recommendations for Better use of Funds
Recommendations in Attributes.
for Better Use of
Funds
NOTE: This report is not displayed by default.

Attributes - Reports Displays a list of Reports that contains Recommendations with Questioned Cost
Issued with in Attributes > 50%.
Questioned
Cost>50%
NOTE: This report is not displayed by default.

TeamCentral User Guide 36

 Report Name Business Rules
Attributes - Reports Displays a list of Reports that contains Recommendations with Questioned Cost
Issued with in Attributes > 0%.
Questioned
Cost>0%
NOTE: This report is not displayed by default.

Completed Issues Displays all tracked and implemented/closed Issues including whether they were
implemented on time.

l Project status is Issued, Implementation Tracking or Closed.

l Recommendation is tracked in TeamCentral.
l Recommendation State is Implemented or Closed (includes all sub-
states for each Recommendation state).
Comprehensive Displays all fields related to Issues and Recommendations in a grid format for
Issue Grid user customization.
No Project status requirement.
Issue Impact Displays Impact, Cost Savings and Cost Avoidance for all Issues where the final
Analysis report has been issued.
Project Status is in Field Work, Draft Report, Responses Accepted, Issued,
Implementation Tracking or Closed.
Issue Listing Displays all Issues and Recommendations with general information.
Project Status is in Field Work, Draft Report, Responses Accepted, Issued,
Implementation Tracking or Closed.
Outstanding Issues Displays all tracked Recommendations that are still pending and their last status
update.

l Project status is in Field Work, Draft Report, Responses Accepted,

Issued, Implementation Tracking or Closed.
l Recommendation is tracked in TeamCentral.
l Recommendation state is either Pending or Pending – Started.
Recommendation Displays all category fields for Issues and Recommendations. No Project status
Listing requirement.
Recommendation Displays tracked Recommendations and their management responses.
Response Tracking Project Status is in Field Work, Draft Report, Responses Accepted, Issued,
Implementation Tracking or Closed.
Recommendation Displays tracked Recommendations and their current state including number of
Tracking and Aging days until due.

l Project Status is in Fieldwork, Draft Report, Responses Accepted,

Issued, Implementation Tracking or Closed.
l Recommendations is tracked in TeamCentral.

TeamCentral User Guide 37

 Report Name Business Rules
Completed Projects Displays conclusion/summary information for all Projects where a final report has
been issued.
Project status is Issued, Implementation Tracking or Closed.
Comprehensive Displays all fields related to Projects in grid format for user customization.
Project Grid No Project Status requirement.
EWP Snapshot Displays the status of EWP schedules for multiple Projects.
Project Status is in Planning, Fieldwork, Draft Report, Responses Accepted,
Issued, Implementation Tracking or Closed.
Project Contacts Displays the names of all Project contacts.
Project Status is in Fieldwork, Draft Report, Responses Accepted, Issued,
Implementation Tracking or Closed.
Project Listing Displays all Projects with general category information.
No Project status requirement.
Project Risk Displays all Project Risk values for Projects where a final report has been issued.
Analysis No Project status requirement.
Project Time and Displays Project status dates and time information for all Projects.
Cost Analysis Project Status is in Fieldwork, Draft Report, Responses Accepted, Issued,
Implementation Tracking or Closed.
Project Tracking Displays estimated and actual dates for Projects.
No Project status requirement.
Projects with Issue Displays all issued Projects with the current status of all Issues by priority where
Status and 3 only 3 priorities exist (i.e. high, medium, low).
Priorities Project status is Issued, Implementation Tracking or Closed.
Projects with Issue Displays all issued Projects with the current status of all Issues by priority where 4
Status and 4 priorities exist (i.e. significant, high, medium, low).
Priorities Project status is Issued, Implementation Tracking or Closed.
Simplified Project Displays all fields related to Projects in grid format for user customization except
Grid sub-reports of milestones, custom measures, and custom properties.
No Project status requirement.
Audit Plan Displays current status of Projects across plans or for a specific plan including the
Monitoring number of Issues reported, project manager, primary contact, and project status
dates.
No Project status requirement.
Resource A report that displays all Projects within a schedule and the Resource
Assignment assignments for each of those Projects. Due to the nature of the data in the
report, this is not being filtered to display only data specific to a partition.
Comprehensive Displays all fields related to procedures in a grid format for user customization.
Procedure Grid No Project status requirement.

TeamCentral User Guide 38

 Report Name Business Rules
Procedures Displays a list of all EWP tested procedures from Projects that have resulted in
Resulting in Issues Issues.
No Project status requirement.
TeamStore Tested Displays all TeamStore procedures that have been tested in EWP, what the
Procedures testing results were and if Issues have been reported as a result of the procedure.
No Project status requirement.
Comprehensive Displays the key data set and traceability from an Objective, Risk, Control,
Risk Grid Procedure, Issue, and Recommendation for user customization.
No Project status requirement.
Controls with Cycle Cycle tested Controls with control details and linked Issues. Includes all Controls
Time listed in TeamRisk Assessments where a cycle time has been defined.
EWP Project Risk Displays all Risks and Controls linked to Procedures linked to Issues in EWP for a
and Control Linked selected Project with Procedure, Issue and Recommendation information.
to Object Detail
EWP Project Risk Displays all Risks and Controls added in EWP for a selected Project with
Control Detail Procedure, Issue and Recommendation information
Organizational Displays Risks and Controls that have been assessed and shows Test Results
Risks and Controls based on a selected organizational entity or set of entities.
Includes all Risks and Controls with an entity for the selected assessment. Due to
the nature of the data in the report, this is not being filtered to display only data
specific to a partition.
Risks and Controls Displays Risks and Controls that have been assessed and shows Test Results
with Reported (where they have been tested) and any reported Issues.
Issues No Project status requirement.
TeamStore Tested Displays TeamStore Controls with the associated Risks, Procedures, and Test
Controls Results.
No Project status requirement.
User Access Provides a list of all TeamMate users and their application roles.
Security Report

Managing TeamCentral Reports

Administrators can personalize the report defaults in TeamCentral for their organization.
Administrators can use the Administration | Reports feature to:
l Hide reports from view that do not apply to your organization.
l Control the display of the Advanced and Basic filter options.
l Limit the fields available for filtering (i.e. if a field is not used in EWP, it can be hidden from fil-
tering in TeamCentral).
l Save the personalized report to share with your team.

TeamCentral User Guide 39

Administrators can also organize and secure reporting to allow access to Audit Management or
Auditors and Audit Management.

Organize and Secure Report Folders in TeamCentral

To organize and secure report folders in TeamCentral:

1. Open the TeamMate Portal. To return to the portal from within one of the web pages, click
the Portal link at the top right of the page.
2. Select Reports from the Portal.
3. Click the Administration link at the top right of the page.
4. Set up folders using the Create Folder, Edit Folder or Delete Folder buttons.
5. Optional. If a group of reports needs to be restricted to Audit Management only, Edit the
folder and check (turn on) the Restrict to Audit Management Only folder selection.

Modifying a Report in TeamCentral

To modify a report in TeamCentral:

1. Open the TeamMate Portal. To return to the portal from within one of the web pages, click
the Portal link at the top right of the page.
2. Select Reports from the portal.
3. Click the Administration link at the top right of the page.
4. Click a report layout to open.
The Edit Report Properties page opens.
5. Optional. Type a new Name and Description for the report.
6. Optional. Select a new Folder destination for the report.
7. Optional. Select to HIDE the Report View.
8. Select the Basic and Advanced filter settings for the report.
9. Optional. Select the folder in which to save the modified report.
10. Click Save.

Adding a New Report to TeamCentral

To add a new report to TeamCentral:

1. Open the TeamMate Portal. To return to the portal from within one of the web pages, click
the Portal link at the top right of the page.
2. Select Reports from the portal.
3. Click the Administration link at the top right of the page.
4. Click Import Report at the top right of the page. The Import Report page opens.
5. Click the Browse button.

TeamCentral User Guide 40

 6. Select the report file to be imported into TeamCentral.
7. Click the Upload button.
8. Type a Name and Description for the report.
9. Select a Folder destination for the report.
10. Select whether to make the report Active.
11. Click Save.

NOTE: The filenames of attachments may not contain special characters.

Special characters that are not allowed include: / \ : * < > “ |

NOTE: If you need additional information in your reports, contact your

TeamMate Consultant. Additional report design services are available
from TeamMate Report Services.

TeamCentral User Guide 41

Survey
Survey allows the audit department to send out surveys to contacts, auditors or external recipients
for the purpose of obtaining feedback. The function is based in TeamCentral, but is available from
within TeamEWP once a template has been created. The following is a description of the various
areas of the TeamCentral Survey.

Landing Page
The landing page is the first page you see when accessing the Survey area within TeamCentral. It
consists of a search area that allows searching on the following: Title, Project, Create Date range,
and State. The default value for the state is “All”, but the additional options are Created,
Published, and Closed which represent the three states a survey can go through.
The Landing page also consists of a list of existing surveys (defaults to displaying all surveys
created in the past year) and a list of existing templates (displays all templates) that can be
opened by double clicking or by selecting and the clicking on OPEN.
The list of templates contains an additional button called CREATE FROM TEMPLATE that allows
you to create a new survey from the highlighted template.
The Landing page is also the only place a survey or template can be DELETED.

Creating a New Survey

To create a new survey, click NEW button at the top left corner. This function allows you to create
a new survey. Selecting the function displays a window that allows entering the following data:
l Name: Required field. Free form text is entered here.
l Projects: (Optional) Search control that will do real-time searching as you type the name of
the project. Allows you to select one or more projects.
l End Date: (Optional) The day you want the survey to end. There will be an opportunity to
change this date when publishing, but entering a date here will set the survey to move to the
Closed state when the date is reached.
l Description: (Optional) Free form text that describes the purpose of the survey.
l Instructions: (Optional) Free form text that provides any special information for taking the
survey. It will display to recipients when they take the survey.

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 l Allow Anonymous: (Optional) Click the box to allow the recipient of the survey to reply
anonymously.

After clicking OK, the Survey Details page displays where you can add questions, recipients,
preview the survey, copy the survey into a new survey, publish the survey, or save the survey as a
template.

Questions and Regular Groups

Questions and regular groups display in a tree format. To add questions to an existing survey,

select a regular group, then click the Add Question icon above the tree.
When adding questions, the following fields display:
l Group: dropdown list of all existing regular groups in the tree.
l Response type: The format of the responses to the question. The options include:
o Text Only: Allows the recipient to write a free form text answer to the question.
o Multiple Choice: This provides the recipient the ability to select more than one response
to the question. To enter values, simply enter the values in the provided text box. Each
line will represent a new response choice. Maximum of 10 choices.

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 o Star Rating: This provides the recipient the ability to provide a rating type response to
the question. Maximum of 5 ratings.
o Single Choice: This provides the recipient the ability to select a single response to the
question. To enter values, simply enter the values in the provided text box. Each line will
represent a new response choice. Maximum of 10 choices.
l Question title: Title of the question (for tree display only). The title will never display to the
recipient. 100 character limit.
l Question text: This is the question that will display on the survey. Free form text. 3000 char-
acter limit.
l Comments: Select this box to enable non-required free form text comments on the ques-
tion.
l Required: Select this to make the question required. The recipient will be unable to submit
the survey until required questions are answered.

Once the question is complete, click Save.

To Edit a question, highlight the question title in the tree; make any updates on the right hand
detail area, then click Save.

To Add a regular group, click the Add Group icon above the tree. You can rename the group
by selecting the group in the tree and pressing F2.

To Copy a question, highlight the question in a Group, and then click the Copy Question icon
above the tree. A copy of the question appears at the bottom of the Group.
To Delete a question or group, select the item in the tree and click the Delete Question or Group
icon .

Questions and Grid Groups

Questions and grid groups also display in the tree format. Grid groups are a collection of
questions that will use the same response type and are in a “grid-like” display for easier and
quicker entry of responses. The only two response types of responses to use for grid groups are
Yes/No/NA and Star Rating. Each question in the grid can have a comment field and can be
marked as required.

To create a grid group, select the ADD GRID GROUP icon ( ) above the tree on the left. You
can rename the group by selecting the grid group in the tree and pressing F2.
The following fields will display:
l Group: shows the name of the grid group.
l Response type: The format of the responses to the question. The options include:
l Grid Stars: This provides the recipient the ability to provide a rating type response each
question. The star rating values must be the same for all the questions in the grid. Maximum
of 5 ratings.

If selected, you must enter at least one star rating value. If changes are made to the text in
the Ratings field, you must click Save Ratings to save the updated values.

TeamCentral User Guide 44

 o Grid Yes No NA: This provides the recipient the ability to respond to several Yes, No,
NA questions. NA is optional.
l Question Text: This is the question that will display on the survey. Free form text. 3000 char-
acter limit.
l Comments: Select this box to enable non-required free form comments on the question.
l Required: Select this box to make the question required. The recipient will be unable to sub-
mit the survey until required questions are answered.

To enter the first question, the cursor is automatically located in the Question Text field. Enter the
free format text for the question and select the SAVE icon ( ) under the Actions column. To add
an additional question, select the ADD QUESTION button. Enter the Question Text and select the
SAVE icon ( ) in the Actions column. If you want to delete the question before saving it, select
the CANCEL icon ( ) in the Actions column.

To edit a question, select the EDIT icon ( ) in the Actions column next to the question to be
edited. Make updates to the question, then select the SAVE icon ( ) in the Actions column.
To delete a question, open the grid group, select the DELETE icon ( ) in the Actions column
next to the question to be deleted.
To delete a group, select the grid group in the tree and press the DELETE QUESTION OR
GROUP icon ( ).

Recipients
Recipients are the users that you want to send the survey to. Recipients can be added by two
different methods:
l GET: By selecting the GET button, you can search through all available TeamMate con-
tacts and auditors. You can search by first name, last name, email, or by project (will only
display projects associated with the survey). Search results can be single or multi selected
and pulled into the survey.
l Manually: Recipients can be added manually by simply typing their first name, last name,
and valid email address into the spaces provided. Select ADD NEW to add the names.

Once recipients have been added, you can delete them by selecting the “X” icon next to the name.
Once a survey is published, if the survey was successfully sent, the text “Survey Sent” will appear
next to the recipient’s name.
Once the recipient begins the survey, the text “Survey Started” will appear next to their name.
Once the recipient has submitted the survey, a link “Survey Submitted” will appear next to their
name that will enable you to view the recipient’s survey responses in a read only mode. However,
if the recipient responded anonymously, “Survey Submitted” will appear next to their name. You
will not be able to view the individual’s responses. These responses will, however, be included in
the results.

To send a reminder:

TeamCentral User Guide 45

 1. Select the check box next to the recipient name. This will enable the Send Reminder button
2. Click Send Reminder to generate an email to the recipient. A message displays, "Survey
reminder sent successfully to recipients."

NOTE: The survey email cannot be resent if the recipient has submitted or
taken the survey.

Preview
Preview allows you to view the survey in the same format the recipient will see. This is a read only
view that will not affect the results of the survey.

Publishing a Survey
Clicking Publish allows you to update the End Date (optional) and will then send an email with an
encrypted link to each recipient.
The following settings must be configured in TeamAdmin prior to submitting any survey:
l Email Notifications:
o Enable NEW SURVEY email by selecting “Manually Triggered” on the email general tab.
l Email configuration:
o Ensure correct Email server settings are configured.
o Ensure the web address for TeamCentral survey is configured using this format:
http://webserver/teamcentral/survey/.

Once the survey is published, it will change to the “Published” state. All the questions become
read only.
See "Adding recipients to a published survey" on page 47 for more information.
If the Publish action fails the first time, you will receive a message and the survey will remain in
Created state.
If the email fails to send to some, but not all of the recipients, you will have the opportunity to re-
send the survey, via the Recipients tab to those that failed.

Published Survey
Once the survey is published, it will change to the “Published” state. All the questions become
read only. Recipients can still be added; follow the instructions below how to send new recipients
the survey.
The published survey will have one additional tab available, Results.

Reports
Once a survey is published, the Report tab will appear. This tab will display two reports for the
survey selected:

TeamCentral User Guide 46

 l Summary Grid Report shows answer details and comment details in a grid format.
l Survey Results shows the results for all questions and separates each question out.

For both Survey reports:

l If comments were enabled, all the recipients comments that were entered for the related
question will be displayed.
l If a recipient responded anonymously, the Recipient Name will be shown as “Anonymous.”
l Each "Text Only" question will have a grid that displays the text answers that were provided
by the recipients.
l There is also the option to download the results to Excel or PDF.

Adding recipients to a published survey

When new recipients are added to a published survey, a checkbox will appear next to their name
and a SEND button will appear next to the ADD NEW button. To publish the survey to these
recipients, select the checkbox next to their names and select SEND.

Closing Surveys
The Close Survey button is only active on a published survey. Once a survey has been published,
it can be closed in one of two ways:
l Reaching the End Date: If an End Date had been specified, upon reaching that date, the
survey will move into “Closed” state which will then disable all unsubmitted surveys.
l Clicking Close Survey: At any time after the survey has been published, you can click the
Close Survey button to end the survey and disable all unsubmitted surveys.

Once a survey is closed, the questions remain read only, additional recipients CANNOT be
added, but the results tab is still viewable.

Saving a Survey as a Template

Any survey can be saved as a template. Creating a template will essentially save all of the
questions that were part of the survey on the template. Once you have saved the template, any
edits to the questions can be done directly in the template itself. Additional questions will be
allowed as well, as long as a survey has not yet been generated from the template.
See "Relating Templates to Surveys for Reporting" on page 48 for more information.
Templates are required if you are creating a survey from within EWP. EWP displays existing
templates which assist in the auto creation of a survey using the template.

To create a Template:
Select the SAVE AS TEMPLATE button from within any open survey. This will then display a
window that allows you to enter the following:

TeamCentral User Guide 47

 l Title: The title of the template.
l End After (days): This number will be used to pre-populate the End Date of any survey cre-
ated from this template. For example, if I set this field to 15 days and I then create a survey
from the template on December 1st, the End Date of that survey will default to December
15th.
l Recipients: For use with EWP only. This will enable a pre-population of contacts by role on
the project.
l Description: Description of the template. This can be updated at any time.
l Instructions: Instructions that will copy over to any surveys created from the template. This
can be updated at any time and also on the survey itself.

Templates can be Locked and/or Disabled. This is indicated in the Templates tab on the landing
page and in the Update Details window. A template cannot be unlocked.

Relating Templates to Surveys for Reporting

Surveys are related to templates to capture data across multiple surveys for producing better
reporting metrics. This is beneficial to capture a team’s performance on an audit or to evaluate a
staff member’s performance across multiple audits as a couple of examples.
When a survey is generated from a template, it is automatically “locked” and changes cannot be
made to the template or the generated survey; however, the template’s details can be edited. This
ensures the integrity of the survey to allow for comparison of responses across all surveys at the
question level. A template can be “disabled” to prevent additional surveys from being generated
from it. Disabled templates cannot be deleted and are still available for reporting.

To Disable a Template:

1. Click the template from the list in the Templates tab on the landing page.
2. Click the Details button.
3. In the Update Details window, click on checkbox next to “Disabled”.
4. To enable the survey, clear on the checkbox next to “Disabled”.

Templates can be copied to make new templates. Disabled templates are available to be copied.
The new template can be modified to add, delete or revise questions and/or responses.

To Copy a Template:

1. Click the template from the list in the Templates tab on the landing page.
2. Click the Copy button.
3. Fill in the information for the new template: Title, End After (days), Recipients, Description,
and Instructions.
4. Click OK. The new template is saved.
5. To modify the new template, select the template from the list n the Templates tab on the
landing page.

TeamCentral User Guide 48

Survey Reports at Template Level
Once a survey has been published from a template, a Reports tab will appear within the template.
This tab will display the list of surveys published from the template. The results are shown in a grid
structure, with the template name as a separate row.
The Template row indicates whether the template is Locked or Disabled. It also shows:
l Total Surveys: The number of surveys generated from the template. It is the sum of Total
Created + Total Published + Total Closed.
l Total Created: The number of surveys created, but not published from the template. These
are still editable.
l Total Published: The number of surveys published (sent to recipient(s)) from the template.
l Total Closed: The number of closed surveys associated with the template.

The Survey rows show:

l Survey Title: The title of the survey.
l Total Questions: The number of questions on the survey.
l Total Answered: The number of questions answered on the survey.
l Total Recipients: The number of recipients who received the survey.

When you click on a Survey Title link, a new tab, Report for: survey name, will be created. This
report is the same format as the Results report for an individual survey. All the recipients
comments about the question will be displayed. If a recipient responded anonymously, the
Recipient Name will be shown as “Anonymous”.

Re-Opening Surveys
The Re-Open button is only active on a published survey. Only a published survey with a
published date can be reopened.

NOTE: Only an Administrator or the Survey Creator can reopen a Closed

survey.

Clicking the Re-Open button will ask you to specify a new survey’s End Date, which cannot be
less than the Re-Open date; clicking OK immediately reopens the closed survey.

Taking the Survey

Once published, each recipient will receive the survey link in their email inbox. The link is unique
to each recipient and is the way survey tracks responses by recipient. By selecting the link, the
Survey will open up in the default web browser. While taking the survey, there will have two
options: SAVE and SUBMIT. SAVE allows the recipient to save their work without passing the
results on to the survey results, and SUBMIT allows the recipient to submit their survey. Once a
survey is submitted, it becomes read only and the recipient cannot change their answers.

TeamCentral User Guide 49

If enabled in the survey template, the recipient can also choose to submit the survey anonymously
by clicking the “Send as anonymous” checkbox under the SAVE and SUBMIT buttons on the top,
right side of the survey. If “Send as anonymous” is selected, the SAVE button is disabled. This
guarantees the recipient that their answers cannot be viewed individually in TeamCentral.

Viewing Survey and Template Reports

If you published a survey from the same template, then you can run a summary of results for that
template.

To run a template report:

1. Open TeamCentral and click Survey.

2. Select the Templates tab.
3. Select a template and click Open.
4. Select the Reports tab.
5. By default, the Surveys List report displays a high level summary of the number of surveys
in the template.

6. The Surveys List report can be filtered by any criteria from the filter bar.
7. When you click on a Survey Title link, a new tab, Report for: survey name, will be displayed.
This report is the same format as the Results report for an individual survey.

TeamCentral User Guide 50

 8. Click the Consolidated Report tab. A report summary of all the surveys results is displayed.
9. The Consolidated report can be filtered by any criteria from the filter bar.

To see a summary of results for an individual survey:

1. Open TeamCentral and click Survey.

2. Select the Surveys tab.
3. Select a survey name and click Open.
4. Select the Reports tab.
5. By default, the Summary Survey report displays a high level summary of the survey in a
grid.
6. Comments that were entered for the related question are displayed for each recipient.
7. If a recipient responded anonymously, the Recipient Name will be shown as “Anonymous”.

TeamCentral User Guide 51

 8. Click the Survey Results tab. A report summary shows the results for all questions and sep-
arates each question out.
9. Each multiple choice and star rating question will display count and percentage per answer.
In addition, there is an option to view a pie chart report.

TeamCentral User Guide 52

Index H Project Status Report 21

Help 54 R
A
I Re-Open Surveys 49
accessing TeamCentral 4
icons 5 recommendation owner 9
administration, reports 40
implementation recommendation state sym-
aging 13
coordinator 8, 13-14 bols 17
approver, final 13
implementation progress 14 reject 17
approving
implementation status 14 report icon 5
recommendations 18
implementation tracking 4, 6- reports 33
Assign Contacts View 15
8, 14, 17-20, 22 reports, adding new 40
C implemented 8 reports, administration 40
chart 5 importing report layout 40 reports, managing 39
closing recommendations 19 issue 4 reports, modifying 40
comments 18 reports, running 33
M
notes 19, 26 reports, saving 35
master filter 5, 22
Creating and Managing Dash-
boards 24 milestones 23 S
my profile 5 search 9, 21, 23
D
N signing off 18
Dashboard Administration 31
status update 8, 12, 14, 17
Dashboard Description navigation 5
Table 26 Support 54
note, recipients, comments to
Dashboards 24 the threaded dis- survey 42
cussion, project notes,
date revision 13 global notes 40, 47 T
deleting notifications 9, 11-12 Technical Support 54
recommendations 19
O tracking views 8
E
owner 9, 11-12 V
Editing and Deleting Dash-
boards 26 P Viewing Dashboards 25

email reminders 11 pending

exceptions 4 recommendations 12
progress dashboard 14
F
progress percentage 18
final approver 13
progress views 12, 14
follow up of recom-
mendations 6 Project Lead 13
Project Manager 13
G
project status 22
grid 5

TeamCentral User Guide 53

TeamMate Support
For technical issues please go to TeamMate Connect to create a case.

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rights under copyright, no part of this document may be reproduced, stored in or introduced into a
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TeamCentral User Guide 54