Features
Used by review teams and small audit functions
Features
Capture and manage all issues and actions
Features
Host on your network or in the cloud
Features
Very cost effective
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Action-Tracker is a system that has been developed to provide a complete view of issues and their status as identified during any type of review, to both management and the wider organisation. Easy to deploy and use, the system provides high levels of configurability, advanced functionality and flexible reporting options. All wrapped up in a cost effective solution that enables collaborative working and promotes line management ownership of issues and their resolution.

Features

  • Flexibility

    Designed to be used by review teams across the organisation, whilst still meeting the needs of Internal Audit

  • Advanced functionality

    Entry level complexity, with advanced functionality

  • Prioritise resources

    Enables the prioritisation of resources and effort to the issues posing the greatest risk – irrelevant of the review team

  • Automate

    Automate and enhance existing manual processes

  • Advanced reporting

    Advanced reporting and publishing capability*

  • All-in-one

    Capture all the reviews, issues and remedial actions from your organisation in one place

Secure and Compliant

  • Hosted on your network or cloud infrastructure
  • Security and GDPR compliance
  • Data fully accessible to you
  • Configurable user access
  • Hide activity between review teams

Process Efficiencies

  • Automated e-mail alerts ​
  • Web portal for remedial action progress updates
  • Submit supporting documents and evidence
  • Use by single or multiple review teams
  • Self-service management information for key stakeholders

Flexible and Professional Reporting

  • Publish real time reports across your organisation*
  • Let key stakeholders dynamically filter reports*
  • A suite of reports for your specific requirements*
  • System agnostic management information reporting

Flexible and Configurable

  • Add your organisation's structure & terminology
  • Self-configure role profiles and user permissions
  • Customisable help screens
  • Use by single or multiple review teams
  • Capture review details and remedial action details
  • System agnostic reporting capability

Cost Effective

  • Designed to be used by multiple teams
  • Licence structure optimised for small teams
  • Only pay for the functionality that you want
  • Minimal training required
  • E-mail enabled alerts and reminders
  • Self-service remedial action progress updates
  • Automated Management information / Reports*

Ongoing support

  • Ongoing Support and Development
  • On-line tutorial videos
  • Step by step guides on all features
  • Free annual health-checks
  • Customer-driven product development
  • Seamless product updates guaranteed
  • Realtime chat

Why Action Tracker?

Most Internal Audit departments are familiar with the Audit Management System concept, and many will also know some of the software packages available. These systems tend to be highly developed integrated modules that provide great functionality, but for many smaller audit teams the cost of these solutions means they are out of reach – and so are unable to move the audit process away from manual files and processes.

Audit-Tracker provides a genuine alternative for small internal audit teams:

  • Capture key information relating to audits for subsequent reporting​
  • Capture risk information that is aligned to your organisation’s risks and risk terminology
  • Capture and track all remedial actions agreed with management
  • Efficiently obtain updates from management across the organisation, using automated e-mail reminders, self-service technology and the ability to attached documents as supporting evidence
  • Retaining a full update history
  • Retain complete control over the closure of the action by the audit team
  • Flexible reporting options, either using your existing reporting tools or visualisation tools
  • Simple to use

Risk Management has a key role to play in helping an organisation’s management effectively manage their risks. The results of audits and reviews are therefore of interest to Risk Management to inform the risk process of unmitigated risks and exposures. Typically, we see two main models of Risk Management: • The Risk function has no formal software, and is capturing and monitoring risks and risk exposures using MS Office applications. • Risk management software is in use, but the organisations review teams do not capture the risks as part of their report/do not use the organisations standard risk categories; or do not consistently capture the materiality and impact of risk. Consequently, meaningful comparison or reporting is difficult and every report has to be read and manually converted by the Risk function to incorporate its findings into the organisations risk management system. While Action-Tracker is not a dedicated risk management system, it does have functionality that can assist Risk Management functions (when it is used by your organisations review teams):

  • Capture your organisations risks or risk categories, as well as the impact and materiality ratings for all issues raised in the system.
  • Enable the organisations managers (and the risk function) to have full visibility of all the actions relevant to their business area – improving the quality of local risk registers.
  • Automate the process of obtaining updates on risk exposures.
  • Produce configurable visual and narrative reports either by function or risk.
  • Can be used to inform the Risk function or to track the remedial actions on the risk register.

Compliance teams within organisations are often split between Compliance Advice; and Compliance Monitoring. Although the purpose of each team is different, the required functionality is very similar.

Compliance Advice teams advise the business on regulatory compliance, including changes to regulatory requirements – which can mean significant changes to the way that an organisation is structured or operates. Consequently, there may be a need to track and monitor progress in completing the necessary tasks to ensure compliance is achieved. Typically, we see this achieved through manual update requests from the relevant business area representative.

Compliance Monitoring teams assess the organisation’s compliance with policies, processes, including regulations. The output of such assessments are remedial actions that need to be monitored and tracked until completed. Typically, we see this is achieved through manual e-mails and MS Office documents.

In both cases, Action-Tracker can:

  • Capture key information relating to reviews for subsequent reporting
  • Capture and track all remedial actions agreed with management
  • Efficiently obtain updates from management across the organisation, using automated e-mail reminders and self-service technology
  • Retain the full update history
  • Enable complete control over the closure of the action is retained by the relevant Compliance team
  • Provide flexible reporting options, either using your existing reporting tools or visualisation tools

Keeping abreast of the different reviews and findings that are undertaken by the different review teams across the organisation can be a challenge. Typically, each team maintains its own records, and so there is no central record where managers can see what has been raised, is outstanding, or what needs completing in relation to their area. As a consequence: • Commonality of themes or root causes across different reviews and teams are not visible; and • Managers can struggle to keep track of remedial work in their area of responsibility – potentially leading to agreed dates being missed. Action Tracker can assist by providing:

  • A central repository, and single view, of all remedial actions across the whole organisation
  • The ability to ‘normalise’ action priorities enabling meaningful discussions on the relative priorities of each action
  • The ability to capture your existing risk management definitions and materiality ratings against each finding
  • Automated e-mail reminders for all actions in your area as they approach the due date
  • Flexible reporting options, either using your existing reporting tools or visualisation tools

Finance teams are generally the procuring function for External Audits, and are therefore seen as being responsible for monitoring and tracking the completion of any remedial actions – even those where the action owner is somewhere else in the organisation.

Typically, this process is managed using MS Office applications and updates are obtained manually.

Action-Tracker can:

  • Capture risk information that is aligned to your organisation’s risks and risk terminology
  • Capture and track all external Audit findings and the remedial actions agreed with management
  • Efficiently obtain updates and supporting evidence from management across the organisation, using automated e-mail reminders and self-service technology
  • Retain the full update history
  • Enable complete control over the closure of the action is retained by the external audit firm or Finance team
  • Provide flexible reporting options, either using your existing reporting tools or visualisation tools

Managers across your organisation and responsible action owners find resolving actions particularly challenging – managing the completion of review actions, with the business as usual activities. This is compounded by multiple review teams, and different methods of requesting and providing updates.

In addition, for some business areas where they are subject to multiple reviews, it can also be difficult for management to maintain visibility of everything that is outstanding, and so be able to effectively prioritise activities.

These can lead to managers being caught out in management or committee meetings for not having completed actions when due.

Action-Tracker can:

  • Provide a single view of all open actions for your area, across all review teams
  • Provide automated e-mail reminders for all actions in your area as they approach the due date
  • Enable you to provide updates at a time convenient to you using self-service update functionality
  • Enable you to provide update comments and upload supporting documents as necessary
  • Provide flexible reporting options, either using your existing reporting tools or visualisation tools
  • Internal Audit​
  • Risk Management​
  • Compliance
  • Senior Management​
  • Finance
  • Responsible Action Owners

Most Internal Audit departments are familiar with the Audit Management System concept, and many will also know some of the software packages available. These systems tend to be highly developed integrated modules that provide great functionality, but for many smaller audit teams the cost of these solutions means they are out of reach – and so are unable to move the audit process away from manual files and processes.

Audit-Tracker provides a genuine alternative for small internal audit teams:

  • Capture key information relating to audits for subsequent reporting​
  • Capture risk information that is aligned to your organisation’s risks and risk terminology
  • Capture and track all remedial actions agreed with management
  • Efficiently obtain updates from management across the organisation, using automated e-mail reminders, self-service technology and the ability to attached documents as supporting evidence
  • Retaining a full update history
  • Retain complete control over the closure of the action by the audit team
  • Flexible reporting options, either using your existing reporting tools or visualisation tools
  • Simple to use

Risk Management has a key role to play in helping an organisation’s management effectively manage their risks. The results of audits and reviews are therefore of interest to Risk Management to inform the risk process of unmitigated risks and exposures. Typically, we see two main models of Risk Management: • The Risk function has no formal software, and is capturing and monitoring risks and risk exposures using MS Office applications. • Risk management software is in use, but the organisations review teams do not capture the risks as part of their report/do not use the organisations standard risk categories; or do not consistently capture the materiality and impact of risk. Consequently, meaningful comparison or reporting is difficult and every report has to be read and manually converted by the Risk function to incorporate its findings into the organisations risk management system. While Action-Tracker is not a dedicated risk management system, it does have functionality that can assist Risk Management functions (when it is used by your organisations review teams):

  • Capture your organisations risks or risk categories, as well as the impact and materiality ratings for all issues raised in the system.
  • Enable the organisations managers (and the risk function) to have full visibility of all the actions relevant to their business area – improving the quality of local risk registers.
  • Automate the process of obtaining updates on risk exposures.
  • Produce configurable visual and narrative reports either by function or risk.
  • Can be used to inform the Risk function or to track the remedial actions on the risk register.

Compliance teams within organisations are often split between Compliance Advice; and Compliance Monitoring. Although the purpose of each team is different, the required functionality is very similar.

Compliance Advice teams advise the business on regulatory compliance, including changes to regulatory requirements – which can mean significant changes to the way that an organisation is structured or operates. Consequently, there may be a need to track and monitor progress in completing the necessary tasks to ensure compliance is achieved. Typically, we see this achieved through manual update requests from the relevant business area representative.

Compliance Monitoring teams assess the organisation’s compliance with policies, processes, including regulations. The output of such assessments are remedial actions that need to be monitored and tracked until completed. Typically, we see this is achieved through manual e-mails and MS Office documents.

In both cases, Action-Tracker can:

  • Capture key information relating to reviews for subsequent reporting
  • Capture and track all remedial actions agreed with management
  • Efficiently obtain updates from management across the organisation, using automated e-mail reminders and self-service technology
  • Retain the full update history
  • Enable complete control over the closure of the action is retained by the relevant Compliance team
  • Provide flexible reporting options, either using your existing reporting tools or visualisation tools

Keeping abreast of the different reviews and findings that are undertaken by the different review teams across the organisation can be a challenge. Typically, each team maintains its own records, and so there is no central record where managers can see what has been raised, is outstanding, or what needs completing in relation to their area. As a consequence: • Commonality of themes or root causes across different reviews and teams are not visible; and • Managers can struggle to keep track of remedial work in their area of responsibility – potentially leading to agreed dates being missed. Action Tracker can assist by providing:

  • A central repository, and single view, of all remedial actions across the whole organisation
  • The ability to ‘normalise’ action priorities enabling meaningful discussions on the relative priorities of each action
  • The ability to capture your existing risk management definitions and materiality ratings against each finding
  • Automated e-mail reminders for all actions in your area as they approach the due date
  • Flexible reporting options, either using your existing reporting tools or visualisation tools

Finance teams are generally the procuring function for External Audits, and are therefore seen as being responsible for monitoring and tracking the completion of any remedial actions – even those where the action owner is somewhere else in the organisation.

Typically, this process is managed using MS Office applications and updates are obtained manually.

Action-Tracker can:

  • Capture risk information that is aligned to your organisation’s risks and risk terminology
  • Capture and track all external Audit findings and the remedial actions agreed with management
  • Efficiently obtain updates and supporting evidence from management across the organisation, using automated e-mail reminders and self-service technology
  • Retain the full update history
  • Enable complete control over the closure of the action is retained by the external audit firm or Finance team
  • Provide flexible reporting options, either using your existing reporting tools or visualisation tools

Managers across your organisation and responsible action owners find resolving actions particularly challenging – managing the completion of review actions, with the business as usual activities. This is compounded by multiple review teams, and different methods of requesting and providing updates.

In addition, for some business areas where they are subject to multiple reviews, it can also be difficult for management to maintain visibility of everything that is outstanding, and so be able to effectively prioritise activities.

These can lead to managers being caught out in management or committee meetings for not having completed actions when due.

Action-Tracker can:

  • Provide a single view of all open actions for your area, across all review teams
  • Provide automated e-mail reminders for all actions in your area as they approach the due date
  • Enable you to provide updates at a time convenient to you using self-service update functionality
  • Enable you to provide update comments and upload supporting documents as necessary
  • Provide flexible reporting options, either using your existing reporting tools or visualisation tools

Implementation support

At Technology4Business we have extensive experience with Audit Management Software. We understand that review teams are under pressure to deliver the planned work and that time is at a premium.

We want to make the implementation of Action-Tracker as straightforward and efficient for you as possible.

To achieve this:

 We provide IT architecture diagrams so that your IT department understands Action-Tracker’s hardware and software requirements;

 Action-Tracker comes with an installation wizard, for easy installation;

 We will use, as part of the deployment process, information that you provide about your organisation, such as: your organisational structure; review team names; priority rating names; and key users. These will be configured and pre-loaded into the system for you – this means that from day 1 the system will reflect your organisation, and will be ready for use

 Action-Tracker has been designed with the end user journey as a key priority. Consequently, the implementation overheads for training and process re-engineering have been minimised. Minimal training is required to use the system. Your training requirements will be understood as part of the process and will be included as part of the initial costs;

 User Manuals are provided. 

*When using the Technology4Business reporting solution