Auditkalender/en

A calendar is shown on the page "Audit management → Audit calendar", which gives information on all audits. This means that all audits from all audit programs are shown.

The radio buttons to the left can be used to determine whether audits or audit appointments are displayed. The checkboxes are for choosing what type of appointment is shown in the calendar.

The audits/audit appointments are displayed in the color configured in the audit.

At the top left of the calendar the displayed time period can be selected. The size of the shown time period (day, week, timeline week, month, quarter, year, or an agenda of all appointments) can be modified with the dropdown in the top right corner, next to the search field.

The "Today" button either shows the day view or highlights the day in the week views, depending on the selected view.

Double clicking an audit or an audit appointment opens the detail page of the audit or the review on that date.

Audit calendar

Search

Search

You can search for specific audits or audit appointments in the search field.

All hits of the search are displayed in a list. Double clicking a result opens the appointment.

In addition, the search can be refined by using filters. You can filter by audit programs and audits, auditors and co-auditors, as well as by organizational unit. Additional information, such as the audit cluster and type, are shown for organizational units.

Reset settings

This button resets the calendar settings as follows:

• View: month
• Type: audit (except in the calendar of the audit itself, where the type cannot be selected)
• Types of appointment: all except reviews without an audit
• Start date: today (in the calendars of the audit program and audit: first contained appointment)

State of audits and audit appointments

The calendar marks the audits and audit appointments according to their state:

Element	State
Reviews (3 circles)	Draft (1/3) In process (2/3) Closed (3/3)
Self assessment review (4 circles)	Draft (1/4) In process (1/4) Requested (2/4) Answered (3/4) Closed (4/4)
Audits (5 circles)	Draft (1/5) Draft (delayed) (1/5, orange) Planned (2/5) In process (3/5) In rework (4/5) Closed (5/5) Measures processing (5/5) Canceled (5/5, rot)

Appointment info

Additionally, a audit/appointment may be marked with a triangle with an exclamation point. This can have the following causes:

• External audit without internal preparatory audit (only with the activated setting)
• Appointment/audit time (beginning/end date) is outside of the timeframe of the audit/audit program

A simple click on an audit/audit appointment shows additional information. The click on the editing button (pencil in the top right corner) opens the respective audit or audit appointment. If the audit or the apppointment are marked with a triangle with an exclamation point, the reason is shown here.

Create blocker

Create blockers and audits

To have this planning option, the view must be set to "audits" and not "audit appointments".

In the first step (optional) blockers can be created. This allows you to keep times free, when not all detailed information for the audit is available yet. As soon as further details for the audit are known, a blocker can be converted to an audit.

To create a "blocker", right-click into an empty space and click on the option "Create blocker".

An area can be selected and turned into a so-called "blocker" with a right-click. The borders of the selected area are used as the start and end date.

If the blocker is assigned to an audit program, it can be pre-filled with some of the audit program's basic data (start and end date, partisanship). When creating an appointment in the calendar, the already selected date is not overwritten. To pre-fill information, simply click the button next to the audit program.

Create audit

The conversion to an audit in the second step is used to fix blockers and thus create audits.

To perform this conversion, right-click on a "blocker" and click on the option "Convert to audit" or double-click into an empty area (left-click).

If the planned audit is assigned to an audit program, it can be pre-filled with some of the basic data of the audit program (start and end date, organizational unit, partisanship, focuses). When creating an appointment in the calendar, the already selected date is not overwritten. To pre-fill information, simply click the button next to the audit program.

In addition to the table the following can be used to filter the selection of organizational units:

• OrgUnit not audited in the last x years.
  • The x can be entered freely. This makes it so all OrgUnits that were audited in the last x years are displayed as grayed out.
• Proposal to audit this OrgUnit in each audit program.
  • When creating an audit this OrgUnit is always proposed, if it hasn't yet been planned in the current audit program.

Note: The option to propose an OrgUnit for every audit program trumps the restriction of showing only OrgUnits that weren't audited in a certain timeframe. This means that OrgUnits that are to be proposed for every audit program are not grayed out, no matter when they were last audited.

Note: The databasis for the filtering are all audits of the management system. If an OrgUnit is shown in cursive, it is no longer active. More on this can be found under organizational units zu finden.

Select type of appointment with right click or in the window

Create audit appointments

When the view is set to "Audit appointments" and not "Audits", assessments and other appointments can be created in the calendar.

Create other appointment

An assessment or an other appointment for the audit can be created with a right-click onto an empty field in the calendar. It is also possible to select an area and turn this into an assessment or other appointment with a right click. In this case, the margins of the selected area are used for the beginning and end date.

Other appointments are used to plan things such as trips to and from the audit location, or kick-off workshops and the like, in the calendar. The appointments must be assigned to an audit, but otherwise contain less information than assessments.

Important: The subject and description of the appointment are included in the agenda of the audit report!

Create assessment

Planned assessments must be assigned to an audit and can then be pre-filled with some of the basic data of the audit (start and end date, organizational unit, lead auditor, co-auditors/companions, responsible). When creating an appointment in the calendar, the already selected date is not overwritten. To pre-fill information, simply click the button next to the audit program.

The appointment type lets you choose whether what you are creating is a protection needs analysis (PNA), a gap analysis (GA), or a review result (RR). If this selection was already made in the calendar, it is not offered again in the window.

Note: Reviews that have not been assigned to an audit are displayed in the calendar if the respective checkbox "Assessments without audit" is selected. They are shown without color.

Copy review

Create duplicate

A copy of a review can be created at the click of a button. For this, the structure of the review objects is taken from the original, but not the answers or any linked elements (measures, controls,...). Copies are created with "- Copy" in the name in the state Draft.

Create reassessment

A reassessment of a review can be created at the click of a button. For this, not only the structure of the review objects is taken from the original, but you can decide whether you want to also adopt the answers and justifications. Reassessments are created with "- Revaluation" in the name in the state Draft. The original must be in the state Closed for this to work.

Export calendar item

Export of appointments and meetings

Entries from all of the calendars in the audit management module (directly in audit planning, within the audit, and within the audit program) can be downloaded via the three dots in the tooltip. You also have the option to download all appointments and meetings belonging to an audit at once. The respective button downloads an .ics file that can be opened with a double click.

If a calendar entry is downloaded as an appointment, this contains the name as the title, the begin and end time, the location (if an organizational unit has been recorded), as well as the description. The appointment can be saved in the calendar and distributed to others from there. If a calendar entry is downloaded as a meeting, in addition, it contains the participants, provided that an e-mail address has been recorded for the respective users and/or external auditors. The meeting can be saved in the calendar and distributed to the pre-filled participants.

The following information is exported with the .ics for each type of entry, provided it has been entered:

Element	Content in the .ics
Audit	Title: name + [external] + / division Time: beginning and end date incl. time Location: OrgUnit or address Text body: description + focuses + remarks
Blocker	Title: [BLOCKER] + name + [external] Time: beginning and end date incl. time Text body: description
Reviews	Title: name + / function Time: beginning and end date incl. time Location: OrgUnit or address Text body: description + remarks
Other appointments	Title: name Time: beginning and end date incl. time Text body: description