Concluding and maintaining projects

Conclude a project by providing an overall rating, documenting recommendation(s), attaching concluding memos and/or accessing supporting workpapers. Maintain projects by organizing, archiving, or backing up and exporting them.

How it works

Concluding a project involves determining an overall rating of the project, and documenting additional remarks or management recommendations.

Maintaining a project involves organizing information, extracting data for backup or export purposes, and / or keeping the project for future use.

Example

Concluding a project

Scenario

As the lead auditor on an Improper Payment Investigation project, you need to provide an overall rating of the project and some concluding documentation that describes the reasoning behind the rating.

Process

Within the project, you click the Results tab, and enter the following information:

Field Data
Conclusion / Rating Pursuing Legal Action
Conclusion / Rating Description

Investigation Summary

On January 13, 2018, the Department’s internal audit manager notified our Office regarding a potential loss of public funds, as required by state law. The Department conducted an investigation into the matter and determined that a violation of Department policies did occur at the Corrections Center equipment maintenance shop, which led to an estimated loss to the state of approximately $192,000 between August 1, 2017 and December 31, 2017. We have reviewed the Department’s investigation and agree with the conclusions. We performed additional procedures to address risks identified during our review. The Department shared the results of its investigation with the state Executive Ethics Board. We will refer this case to the Prosecuting Attorney’s Office for any further action it determines is necessary.

Management Response

Department's Response

The Department would like to thank the State Auditor's Office for their work on this special report. We appreciate their thoroughness and professionalism as we worked together to address these actions. We concur with the findings and agree with the auditor's recommendations. Since the discovery of loss, the department has strengthened internal controls, including centralized review and accountability of repair operations and activitives.

State Auditor's Office Remarks

We thank Department officials and personnel for their thorough investigation and for their timely assistance and cooperation with our review.

Result

The project rating and additional remarks from the State Auditor's Office and the Department are captured.

Permissions

Only users assigned the Professional Manager or Professional User role can conclude projects. Users assigned the Oversight Executive role can edit the Management Response field.

Conclude a project

Provide an overall rating for the project, document additional remarks and recommendations, and allow management the opportunity to respond to the rating and conclusion.

Notes

  • Interface terms are customizable, and fields and tabs are configurable. In your instance of Diligent One, some terms, fields, and tabs may be different.
  • If a required field is left blank, you will see a warning message: This field is required. Some custom fields may have default values.

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Click the Results tab.

    The Issues by Type and Issues by Severity charts display. If Assurance is enabled, the Overall Assurance rating also displays.

  4. Enter the relevant information and click Save:
    Note

    Rich text fields cannot exceed 524,288 characters.

    FieldDescription

    Conclusion/Rating

    optional

    the final rating of the project outcome

    Conclusion/Rating Description

    optional

    		your overall opinion on the project and any additional remarks or recommendations

    Management Response

    optional

    management's response to the overall rating of the project

    Tip

    To enable spell check on rich text fields, do one of the following:

    • Chrome, Firefox, or Safari CTRL + right-click within the field on Windows or Command + right-click on Mac
    • Internet Explorer or Microsoft Edge open your browser settings and turn on spell check / highlighting of misspelled words

    Result The project rating and any additional remarks and recommendations are captured.

Add a results file entry

Quickly add a results file entry to your project.

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Click the Results tab.
  4. Click the Results Files subtab.
  5. Click Add Results Documents, enter the relevant information, and click Save:
    FieldDescription
    Name/Title

    the file name

    The maximum length is 255 characters.

    Results ID

    optional

    the reference number or code for the results file

    The maximum length is 8 characters.

    Attributes

    optional

    specifies the attributes associated with the results file

    Project Admins and Project Type Admins can enable and customize this field under Managing project types (see Projects app settings).

    Result The results file entry is added. The attachments column remains at "0" until you upload files.

Update results file information

Update results file information and upload files and concluding memos to support your workpapers.

  1. Open the Projects app.

    The Projects homepage opens.

  2. Open a project.

    The project dashboard opens.

  3. Click the Results tab.
  4. Click the Results Files subtab.
  5. Click Details next to the appropriate file name, enter the relevant information, and click Save:
    FieldDescription
    Name/Title

    the file name

    The maximum length is 255 characters.

    Results ID

    optional

    		the reference number or code for the results file

    Content or Description

    optional

    specifies details about the results file

    Note

    Rich text fields cannot exceed 524,288 characters.

    Tip

    To enable spell check on rich text fields, do one of the following:

    • Chrome, Firefox, or Safari CTRL + right-click within the field on Windows or Command + right-click on Mac
    • Internet Explorer or Microsoft Edge open your browser settings and turn on spell check / highlighting of misspelled words

    Planned Start Date

    optional

    specifies the date when work on the results file is planned to start

    Project Admins and Project Type Admins can enable and customize this field under Managing project types (see Projects app settings).

    Planned End Date

    optional

    specifies the date when work on the results file is planned to end

    Project Admins and Project Type Admins can enable and customize this field under Managing project types (see Projects app settings).

    Actual Start Date

    optional

    specifies the date when work on the results file actually started

    Project Admins and Project Type Admins can enable and customize this field under Managing project types (see Projects app settings).

    Actual End Date

    optional

    specifies the date when work on the results file actually ended

    Project Admins and Project Type Admins can enable and customize this field under Managing project types (see Projects app settings).

    Planned Milestone Date

    optional

    specifies the planned date of a milestone associated with the results file

    Project Admins and Project Type Admins can enable and customize this field under Managing project types (see Projects app settings).

    Actual Milestone Date

    optional

    specifies the actual date of a milestone associated with the results file

    Project Admins and Project Type Admins can enable and customize this field under Managing project types (see Projects app settings).

    Attributes

    optional

    specifies the attributes associated with the results file

    Project Admins and Project Type Admins can enable and customize this field under Managing project types (see Projects app settings).

  6. Under Supporting Files, upload any necessary files.

    For more information, see Working with attachments.

    Note

    For security reasons, Diligent One does not accept file attachments with the following extensions: .bat, .com, .dmg, .exe, or .scr.

    Result The files are uploaded to support your workpapers.

Maintaining projects

You can maintain projects using any of the following options:

Option Description Detailed information
Organize projects using tags Classify and filter active projects. Tagging projects
Backup and export a project Save a copy of a project on your local computer or network outside of the Projects app. Backing up and exporting projects
Archive or unarchive projects

Archive Convert your project to read-only format when you have finalized the settings for a project, and use the project as a custom template in the future.

Unarchive Retrieve information from or add information to a project.

 Archiving and unarchiving projects
Delete or restore projects

Temporarily delete a project, restore a mistakenly deleted project, or permanently delete a project.

 Deleting and restoring projects