Activities

General information

Use the Activity document to account for and plan various activities related to:

Control procedure planning and accounting, including within tax monitoring.
Strategic initiative fulfillment.
Procurement procedure execution.
Risk or incident damage minimization.

You can use the Activity document as a dimension to plan budgets and transactions and record actual values. That's why the document is included in the Dimension types (corporate) characteristic types.

To account for and plan the listed activities:

In the Risk management subsystem, go to the Risk management – Activity templates section and create Activity template.
Based on this template, generate activity instances.

You can find the specified documents in the Risk management subsystem, the Risk management – Control procedures section.

To use the required activity in the system, select "Activity type" in "Activity template".

Control procedure. Activity is related to the Risk management subsystem risk and identifies or prevents this risk. You can perform the activity to identify or prevent the risk, eliminate the risk source, change the risk probability and consequences, or share the risk with the other party.
Strategic initiative. Activity is related to fulfillment of a strategic initiative from the Risk management subsystem.
Reaction to incident. Activity is related to the Risk management subsystem incident. You can perform the activity to minimize possible damage or maximize the benefit from the risk incident.
Procurement procedure. Activity is performed within a procurement procedure of the Purchase management subsystem.

In Activity template, do the following:

Select the required check boxes if you need to perform the following actions:
- □ Monitor execution progress of the activity.
- □ Use cost control related to the activity.
- □ Control sequence of stages of the activity.
On the Main tab, select values for the following attributes from the drop-down lists:
- □ Posting frequency: daily, monthly, quarterly, annually, at request, upon recording information.
- □ Control procedure kind: preventive or identifying.
- □ Control level: over all objects or objects selected by criteria.
- □ Posting method: manual, IT dependent, or automatic.
- □ Risk identification direction.
- □ Responsible business unit.
- □ Information system (select from the drop-down catalog).
Select the required check box if you have justification documents.
Select the required check box if you want to save results automatically.

Also, you can add Details of an activity in the text field.

On the Stages tab, specify activity steps, including its parts (stages). For each part (stage), specify Duration, limits Not more than and Not less than, and Execution progress.

Create an Activity instance in Risk management – Risk management – Control procedures – Activities – Create. Specify the previously created activity template.

Also, you can create an Activity instance from the previously registered Risk or Incident using the Generate function.

The Activity document date is an activity start date. The End date attribute stores an activity end date. Depending on the document status, these dates can be considered planned or actual.

Control procedure
Strategic initiative
Reaction to incident

As the next registration step, specify the following items:

Activity template to use to create an instance.
Risk related to the activity (in the Context field).
On the Main tab, specify the following items:
- □ Name of the activity.
- □ Reaction type related to the risk. Specify it when you register the "Reaction to incident" activity type.
- □ Company where the risk occurred.
- □ Financial responsibility center.
- □ Project.
- □ Start date and End date of the activity.
- □ Actual and planned costs.
- □ Overall progress. It is automatically calculated after you fill actual data on the stage execution/overall activity execution.
- □ Responsible employee.

Use the Context attribute to specify a system object used to generate the activity. The attribute value type is defined by the Activity type attribute.

Fill the Company, Center for Financial Responsibility, and Project attributes to link an activity with the respective object. Although these attributes can be in the object related to the activity (specified in the Context attribute) as well, their values in these two objects can be different. It allows you to specify a more detailed value. For example, the risk will contain a high-level Financial responsibility center and the activity will contain a subordinate Financial responsibility center.

Use the Stages tab to divide an activity into parts. For each part, specify a responsible person, a due date, and costs. You can also attach a final document to a stage. To add arbitrary stages, click Add or create them by selecting an activity template. For each stage, you can select or clear its execution flag. Based on the completed stages, Overall progress of the activity is calculated.

When an activity stage is completed, a responsible person uses this tab to fill a change date, execution progress, costs incurred, stage execution details, and a stage execution report specifying a person responsible for the execution. Besides, an activity assignee can attach a scanned copy of the document as a report. To do it, they need to click Add on the Stages tab.

Use the Details field to specify activity details in the free format.

Use the Parties tab to specify a list of activity parties. A party can be a system user or a role.

Use the Results tab to fill the Result report and Instructions fields and to specify a responsible person. In the fields, you can describe the respective characteristics of the completed activity in the free format.

Use the Responsible person tab to specify a system user responsible for the activity execution.

You can view the full list of responsible user's activities with the overall progress and the execution result in the My activities and notifications menu.

Control procedures

According to the Russian Federation legislation, the internal control system must provide the execution of control procedures preventing or minimizing risks that affect the company goal achievement.

Companies must design and describe control procedures based on the analysis of risk causes and the evaluation of their consequences.

In the tax monitoring, control procedures must prevent and minimize risks of mistakes (distortions) in tax accounting or company tax reporting, risks of undue and/or insufficient payment (transfer) of taxes, fees, and insurance contributions.

Companies must generate the list of control procedures based on identified and evaluated risks that affect the accuracy and validity of accounting (financial), tax, and other reporting.

The description of all control procedures used in the company must contain the following information:

Valid attributes and characteristics used to determine control procedures.
Control procedure description and execution methods.

Companies must analyze control procedure execution results and evaluate their efficiency.

Besides, companies must monitor whether they need to update the risk matrix information and control procedures at least once a quarter.

To create a Control procedure, use the Activity document. You can find it in the Risk management – Risk management – Control procedures section.

To account for and plan control procedures:

Create Activity template with the Control procedure activity type.
Generate Activity instances with the Control procedure activity type.

You can find the specified documents in the Risk management subsystem – Risk management – Control procedures.

To use the required activity in the system, select "Activity type" in "Activity template".

In "Activity template", do the following:

Select the required check boxes if you need to perform the following actions:
- □ Monitor execution progress of the activity.
- □ Use cost control related to the activity.
- □ Control sequence of stages of the activity.
On the Main tab, select values for the following attributes from the drop-down lists:
- □ Posting frequency: daily, monthly, quarterly, annually, at request, upon recording information.
- □ Control procedure kind: preventive or identifying.
- □ Control level: over all objects or objects selected by criteria.
- □ Posting method: manual, IT dependent, or automatic.
- □ Risk identification direction.
- □ Responsible business unit.
- □ Information system (select from the drop-down catalog).
Select the required check box if you have justification documents.
Select the required check box if you want to save results automatically.

Also, you can add Details of an activity in the text field.

On the Stages tab, specify activity steps as it is shown below.

On the Belongs to tab, select Risk related to the activity.

Create an Activity instance in Risk management – Risk management – Control procedures – Activities – Create. Specify the previously created "Activity template".

Also, you can create an Activity instance with the Control procedure activity type from the previously registered Risk or Incident. To do it, use the Generate function.

The Activity document date is an activity start date. The End date attribute stores an activity end date. Depending on the document status, these dates can be considered planned or actual.

When you register an Activity instance as a control procedure, the Activity type attribute must be set to Control procedure.

As the next step to register an Activity instance with the Control procedure activity type, specify the following items:

Activity template to use to create an instance.
Risk related to the activity (in the Context field).
On the Main tab, specify the following items:
- □ Activity name.
- □ Company where the risk occurred.
- □ Financial responsibility center.
- □ Project.
- □ Start date and End date of the activity.
- □ Actual and planned costs.
- □ Overall progress. It is automatically calculated after you fill actual data on the stage execution/overall activity execution.
- □ Responsible employee.

Use the Context attribute to specify a system object used to generate the activity. The attribute value type is defined by the Activity type attribute.

Use the Details field to specify activity details in the free format.

Use the Parties tab to specify a list of activity parties. A party can be a system user or a role.

Use the Responsible person tab to specify a system user responsible for the activity execution.

Information systems

You can find the Information systems catalog in the Corporate taxes subsection of the Risk management section. You can use the catalog to keep a list of information systems within the internal control system and tax monitoring used for the following processes:

Plan production.
Handle bookkeeping and tax accounting.
Generate tax reporting.
Submit reporting to the tax authority.
Submit reports to the tax authority using telecommunication channels via an electronic data interchange operator.
Exchange electronic source documents.
Store electronic documents (electronic images of documents).
Manage company risks.
Maintain the internal control.
Perform other company tasks.

Depending on the required process, select Information system kind in the drop-down list and specify a company that applies this system.

Add information about personal data availability in the system and specify whether the tax authority has access to this information system.

Reactions to incidents

You can plan and account for reactions to incidents using the Activity template document and an Activity instance. You can find it in the Risk management – Risk management – Control procedures section.

When you register an Activity template with the Reaction to incident activity type, select the required check boxes if you need to perform the following actions:

Monitor execution progress.
Use cost control.
Control sequence of stages, including when you need to complete stages only one by one.

Select how to set the due date in the drop-down list of the Due date specified item: in working or calendar days.

On the Stages tab, specify stages, their execution progress, and duration with the limits Not less than and Not more than. You can distribute Execution progress in proportion to the stage duration by clicking % Proportionally.

On the Membership tab, fill the Context attribute. It specifies a system object used to generate this Reaction to incident.

When you register an activity with the Reaction to incident activity type, fill the Context attribute. It specifies a system object used to generate this Reaction to incident.

On the Main tab, specify the following items:

Reaction to incident activity name.
Reaction type related to the risk activity that is selected from the catalog.
Start date and End date.
Actual and planned costs.
Overall progress. It is filled automatically after the activity is performed.
Responsible person of the "Reaction to incident" activity.

On the Stages tab, you can divide the activity into parts. For each part, specify the following information:

Start date and End date.
Stage name.
Execution progress.
Duration.
Actual and planned costs.
Stage description.
Responsible person.
Change date and Stage execution progress.

To add arbitrary stages, click Add or create them by selecting an activity template. For each stage, you can select or clear its execution flag. Based on the completed stages, Overall progress of the activity execution is calculated.

When an activity stage is completed, a responsible person uses this tab to fill a change date, execution progress, actual and planned costs, stage execution details, and a stage execution report specifying a person responsible for the execution. Besides, an activity assignee can add a final document by clicking Attachments – Add. In the Stage summary field, they can describe Results of the control procedure stage execution.

On the Details tab, specify additional information about the control procedure in the free format.

Use the Parties tab to specify a list of activity parties. A party can be a system user or a role.

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