EUROPEAN COMMISSION INTERNAL AUDIT SERVICE

Transcription

1 Ref. Ares(2016) /12/2016 EUROPEAN COMMISSION INTERNAL AUDIT SERVICE Unit 01: Quality Assurance, Resources, Administrative coordination and Communication Brussels, 23/12/2016 IAS.01/ Save number ias.01(2016) NOTE FOR THE ATTENTION OF ALL STAFF, DIRECTORATES A, B AND C Subject: Time Management - TeamMate The IAS time registration system allows staff to allocate their working time to various activities and tasks. This practice allows management to schedule, monitor and assess the successful implementation of the IAS/unit audit plan and to meet the key performance indicators set in the Management Plan. As from 1 January 2017, only the new audit tool (TeamMate) should be used for recording time. The introduction of TeamMate for time recording will encompass a number of important changes which are outlined below. Information on the TeamMate modules used for scheduling and registering time and a detailed step by step description is available in the technical manual prepared by Unit B1 (see Annex1 ). The five categories available for recording time are: Audit projects Planned absences Unplanned absences Overhead/Administration Indirect audit work Audit Projects: Separate audit projects are created in TeamMate for audits, consultancies, limited reviews, SIAPs, specific follow ups and fact finding missions 1 (mostly in directorate A). Moreover, audit projects are also created for specific horizontal tasks such as the light update of the risk assessment, the interim and final overview reports on overdue recommendations, and the IAS Overall Opinion on financial management in the Commission and limited conclusions (as our input to the preparation 1 E.g. ad-hoc reviews to assess complaints received by internal auditors, whistleblowing cases, or cases referred to the IAS by OLAF. Commission européenne/europese Commissie, 1049 Bruxelles/Brussel, BELGIQUE/BELGIË - Tel Office: CHAR 09/003 - Tel. direct line

2 of the AARs of DGs and Services). Time spent on these tasks should be encoded against the specific audit projects created in the tool. To manage the transition from GRC to TeamMate, dummy audit projects have been created in TeamMate for all engagements that are still open in GRC. While for these engagements, the audit work will continue to be documented in GRC in 2017, the time spent on these engagements in 2017 will have to be recorded in the corresponding dummy audit project in TeamMate. For all audit projects that were created in TeamMate in 2016, time spent on these engagements in 2017 should no longer be recorded in the dummy engagements that had been created for time reporting purposes in GRC but directly in TeamMate. For all newly created audit projects in 2017, time needs to be recorded directly in TeamMate. Planned and unplanned absences: The attached technical manual provides further information on how to capture and encode time under these two categories. Overhead/Administration and Indirect audit work: Time not allocated to specific audit projects or to absences (planned or unplanned) should be allocated to either Overhead/Administration or to indirect audit work by linking them to activities from a predefined list of time categories. The list of time categories is annexed to this note (Annex 2). It has been updated to take into account the implementation of TeamMate and the latest structure of the capacity plan. The annex provides a detailed description of what to encode under each of the predefined categories of indirect audit and non-audit work (overhead/administration). In the annexed list, there is no longer a time category available for registering travel time linked to an audit engagement. As is already the case in Directorate A, travel time in Directorates B and C should now be directly encoded under the specific audit project. In case of missions to Delegations, the engagement planning memorandum should set out if there is a need for additional time budget, taking into account the distance and travel time. This additional time will then be added to the overall budget for the audit. Staff (and Heads of Unit) should ensure that the time encoded in the IAS time registration system is up-to-date, approved on time and matches the time encoded in Sysper2. Should you have any further questions, please contact the planning assistant in your directorate or the TeamMate Champion in your unit (TBD later). Please send an to the functional mailbox: IAS-TEAMMATE-SUPPORT@ec.europa.eu for all technical questions or contact Unit.01. This note, replaces previous notes and guidance on time registration. [signed] Sunil Beersing 2

3 Annex 1: Step by step description of recording time in TeamMate (Time management in TeamMate) The purpose of time management in TeamMate is two-fold: 1) to provide audit management the facilities to efficiently plan and schedule the audits throughout the year by allocating available resources to the individual projects and 2) to capture the actual time spent on the different projects in order to monitor the budget consumption against the plan/schedule. To satisfy both objectives, time management happens in two modules: TeamSchedule Web auditors capture their planned absences as soon as these absences are known and agreed with the line manager: (1) annual leaves, (2) flexitime recuperation and (3) other leaves (maternity, parental, credit, part time); TeamTEC auditors complete their timesheets and submit them for approval to the Head of Unit on a weekly basis: (1) time spent on audit projects, (2) nonworking time, (3) administrative and indirect audit work time. Note that, there is a data flow from TeamSchedule to TeamTEC. Planned absences automatically pop up in the timesheet of the relevant week for your convenience. This manual will help you with the following topics: 1. How to capture your planned absences? 2. How to modify/delete your planned absences? 3. How to completed and submit your timesheet? 4. How to approve/reject a timesheet? (HoUs only) 5. How to modify your existing timesheet? 6. How to consult your timesheet reports? If you need further assistance please don't hesitate to contact the TeamMate Champion in your unit (TBD later) or send us an to the functional mailbox: IAS-TEAMMATE- SUPPORT@ec.europa.eu. 3

4 1. How to capture your planned absences? Auditors should capture their planned absences in TeamSchedule as soon as these absences are known and agreed with the line manager as explained below. Predefined planned absence categories have been created for (1) annual leaves, (2) flexitime recuperation and (3) other leaves (maternity, parental, credit, part time). Public holidays should not be captured as these are encoded centrally. 1) Open TeamSchedule Web. (Launchpad > TeamSchedule Web) 4

5 2) Make sure "Resource" is selected in the drop-down box under Roles. Select the relevant year's schedule under Schedules and click on the double arrow. (>>) 3) Select the Monthly Calendar view. (Calendars > Standard Views > Monthly Calendar) 5

6 4) Open your Resource Info page. (Resource Info ) 5) Add a new planned absence (Nonworking Event). (Availability > Add) 6

7 6) Give it a Name and select the appropriate Event type in the drop-down box. Encode the Start Date and the End Date of your planned absence then click on Save. (Action > Save) 7) When you are finished adding all your planned absences, close the window. (Close) 7

8 Note For your convenience, European Commission public holidays are encoded in the system centrally you do NOT have to enter them in TeamSchedule. They will automatically appear in your timesheets. 2. How to modify/delete your planned absences? 1) Open TeamSchedule Web. (Launchpad > TeamSchedule Web) 8

9 2) Make sure "Resource" is selected in the drop-down box under Roles. Select the relevant year's schedule under Schedules and click on the double arrow. (>>) 3) Select the Monthly Calendar view. (Calendars > Standard Views > Monthly Calendar) 9

10 4) Open your Resource Info page. (Resource Info ) 5) Click on the Edit/Delete button next to the planned absence you want to edit/delete. (Availability > Action > Edit / Delete) 10

11 6) If you chose to edit a planned absence, update the Name, the Event type, the Start Date and the End Date of your absence then click on Save (or Cancel). (Action > Save / Cancel) 7) When you are finished editing/deleting your planned absences, close the window. (Close) 11

12 3. How to complete and submit your timesheet? Auditors should complete their timesheets in TeamTec, preferably on a daily basis, and submit them for approval to the Head of Unit on a weekly basis. Auditors should allocate their actual time spent on audit projects, planned and unplanned absences and administrative and indirect audit work as follows: 1) Open TeamTEC. (Launchpad > TeamTEC) 12

13 2) Make sure "Resource" is selected in the drop-down box under Roles and click on timesheet. (Actions > Timesheet) 3) Select New Timesheet to create one from scratch or Copy Timesheet to copy the structure of an existing one. (Timesheet > Current > New Timesheet / Copy Timesheet) 13

14 4) Add the audit project(s) you worked on in the white lines by selecting the audit project title and/or the indirect audit activity created as an audit project (i.e. strategic risk assessment (B/C), interim/final overview report (B/C), overall opinion (B/C), limited conclusion (B/C), annual risk assessment) in the Select Project drop-down box. You can add more lines if needed by clicking on the Add Project button. (Select Project) 5) Select the relevant audit phase in the Phase drop-down box. (Phase) 14

15 6) Allocate the actual time you spent on the audit project(s) by entering the correct figures for each day. The number of hours encoded should be the actual hours worked during that day and correspond to the number of hours encoded in Sysper2. (Fill hours) 7) If you have had an unplanned absence (sickness leave, special leave), add the unplanned leaves in the light-grey lines by using the Select Nonworking drop-down box. Planned absences are automatically populated from TeamSchedule. If you don't see your planned absences, please double check in TeamSchedule following the procedure described under Chapter 2 of this manual. You can add more lines if needed by clicking on the Add NWE button. (Select Nonworking) 15

16 8) Allocate the actual time for your planned and unplanned leaves by entering the correct figures for each day. (Fill hours) 9) Add the administrative activities and indirect audit work (only for indirect audit work not created as an audit project) in the dark-grey lines by using the Select Admin dropdown box. Do NOT use the main categories: "Administration" and "Indirect audit work" to charge time to but always use one of the sub-categories. You should add the lines needed, when necessary, by clicking on the Add Admin button and by selecting one or more of the pre-defined time categories from the drop-down box. (Select Admin) 16

17 10) Allocate the actual time you spent on the different administrative and indirect audit work activities by entering the correct figures for each day. (Fill hours) 11) Submit your timesheet for approval. Notice the confirmation message at the top. (Submit) 17

18 Note 1.When you create a new timesheet, the system automatically creates the next one in the row. It is not possible to skip weeks. 2. When you copy an existing timesheet into a new one, the number of hours charged on the different activities is not copied over 3. Colour coding is applied on the calendar to help you identify different types of days: - purple = normal working days; - yellow = weekends; - turquoise = public holidays. 4. How to approve/reject a timesheet? (HoUs only) Heads of Unit should review the timesheets in TeamTec and approve or reject them every week as follows: 1) Open TeamTEC. (Launchpad > TeamTEC) 18

19 2) Make sure "Approver" is selected in the drop-down box under Roles and click on approval. (Actions > Approval) 3) Select the timesheet(s) you wish to approve or reject without looking at the details using the tick boxes in the 1 st column. Enter your comments in the Comment column and click on the Approve or Reject button. (Approve / Reject) 19

20 4) Open the timesheet you wish to review in details by clicking on the link in the Timesheet column. (Timesheet) 5) Review the timesheet and enter your comments in the Comment box. Click on the Approve or Reject button. (Approve / Reject) 20

21 Note Comments are mandatory when rejecting timesheets and optional when approving them. 5. How to modify your existing timesheet? 1) Open TeamTEC. (Launchpad > TeamTEC) 21

22 2) Make sure "Resource" is selected in the drop-down box under Roles and click on timesheet. (Actions > Timesheet) 3) Select an existing timesheet under the tab Previous. If you have submitted it within the last 4 days but it has not been reviewed by your line manager yet, click on Unsubmit. (Timesheet > Previous > Date > Unsubmit) 22

23 4) If your timesheet has been rejected by your line manager, consult the Comments to see the reasons for rejection. (Comments) 5) Close the Comments window if you have opened it previously. (Close) 23

24 6) Make the necessary modifications to your timesheet and (re-)submit it for review to the Head of Unit. (Submit) Note Approved timesheets and timesheets that have been submitted more than 4 days ago cannot be unsubmitted and modified any longer. If needed, contact your Secretariat for support. 24

25 6. How to consult your timesheet reports? 1) Open TeamTEC. (Launchpad > TeamTEC) 2) Make sure "Resource" is selected in the drop-down box under Roles and click on reports. (Actions > Reports) 25

26 3) Select your preferred report under Resource Reports. Set your filters and run it. (Resource Reports > Run) Note Recommended reports: - Timesheet Report to consult the details of your individual timesheets; - Time Approval Status to consult the overview of all your timesheets; - Resource Utilization to consult your utilisation rate in a given time period (project hours divided by available hours) 26

27 Annex 2: Time reporting activities in TeamMate and description Category Description Overhead/administration M1.1 Administration Internal meetings (unit, management, IAS staff meeting) Annual appraisal exercise (self-assessment, discussions with reporting officer) Handover Participation as member of a recruitment panel M1.2 Other administration M2 Competition correction M3 EIF board meetings M4 External communication and meetings M5 Management tasks M6 Training All general administrative tasks that do not fall under M1.1 Evaluator or assessor of EPSO auditor competitions only To be used only by the IAS representative on the EIF audit committee (including travel time) Inter-service consultations, meetings with the ECA, AuditNet meetings To be used only when deputising for a Head of Unit or acting Head of Units who perform management tasks All audit-related training (IAS internal audit training, training on IAS audit tool, Auditors' Forum, conferences, team-building, IT training) M7 Language training Language training offered by the Commission (including summer intensive courses) M8 LISO function M9 New IT tool Indirect audit work O1 Correspondent role To be used only by the IAS LISO Development and testing of IAS audit tool All correspondence and relations with the auditees, Agencies, Board, Committees, APC. Update of permanent files. Preparation of Annual Internal Audit reports for the agencies and other bodies 2 for Directorate A. Continuous follow up of recommendations (when no announcement letter is issued and no specific engagement created in the IT audit tool). Time spent on the preparation of the April and October information notes on overdue recommendations (Directorates B and C). Time spent on the interim and final overview report on overdue recommendations should be encoded against the specific 2 Based on art of the Commission delegated regulation (EU) No 1271/

28 engagements created for these purposes. Time spent in Directorate A as contact person for IssueTrack Correspondents. O2 ITER audit and board meetings O3 Audit methodology development To be used only by the IAS staff assigned to the audit of ITER's annual accounts (including travel time) Course owners participating as co-facilitators for IAS training courses and development/update of IAS training course materials. Time spent reviewing and providing feedback to QA on new versions of templates, manuals, Charter, Mutual Expectations Paper, etc. or on the validation of internal or external quality assessment findings. Separate audit projects are created for: Directorate Separate audit project description Indirect/Direct audit work A/B/C Audit engagements Direct audit A/B/C Consultancy engagements Direct audit A/B/C Limited reviews Direct audit A/B/C Follow up engagements (on-the-spot) Direct audit A Fact finding missions Direct audit A SIAP Indirect audit A Annual (light) update of the Risk Assessment with checklists for: - light update risk assessment Indirect audit - Annual Internal Audit reports for the Indirect audit agencies and other bodies (art Reg. 1271/2013) the work is document here while the time should be reported under O1 as stated above. - AAR review Indirect audit B/C ITER audits Indirect audit B/C Overall opinion Indirect audit B/C Overview report to APC Indirect audit B/C Limited conclusion Indirect audit B/C SAP and risk assessment Indirect audit B/C Annual (light) update of risk assessment Indirect audit 28 Electronically signed on 23/12/ :39 (UTC+01) in accordance with article 4.2 (Validity of electronic documents) of Commission Decision 2004/563