MOTO Operational Manual
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Transcript of MOTO Operational Manual
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How to use the Monitoring tool
Summary
1. How to enter MoTo................................................................................................... 12. How to create an issue............................................................................................. 23. How to work with the system.................................................................................... 44. Sustainable remediation ........................................................................................... 55. Access rights ............................................................................................................ 56. How to find information............................................................................................. 67. More guidance needed?........................................................................................... 8
1. How to enter MoTo
If you have more than one Lotus Notes address, you might have problems toaccess the system. Please cancel the old one.
If you do not have a valid internet password, please ask your IS support center.
Type your name and enter yoursametime password even if yourname does not appear on thepregiven list
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2. How to create an issue
From the homepage
Then, you are in the next page
The event/issue template appears and you need to enter the information requested bythe system:
Abacus entity, PG product group, currency, amounts in local currency, person in chargeof the resolution, resolution target date, person in charge of the follow up whenavailable, disclosure committee member, subject title, description, recommendation,managements first answer, risk assessment and the click to submit the issue, as below.
Click on one ofthe blue links
2. Click here tocreate a new issue
1. Fill-in theinformation required
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Note that almost every information is mandatory before submitting
Click here to submitthe issue
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3. How to work with the system
In each issue template the following functionalities are available: Send/ Answer message:For information and updatesrelated the issue
Change the person in chargeof the resolution
Change the target date:Only available to GF-IC
Push the button Done whenthe issue is solved:To confirm that the issue is
resolved by the person in chargeand by the superior
Push the button Returnedwhen the issue is not solved:To reject the sign-off of an issueby the superior
Import into the GF-ICMonitoring section
To edit this issue click here:Only available to GF-IC
The history and correspondencesection collects all thecommunication related to thisissue that was sent using the
monitoring system.
The system creates automatic reminders as soon thetarget date has been reached and periodically untilthe issue is signed off by the resolution responsibleand/or by the superior (Reporting unit CFO, CountryCFO or Region CFO)
You can view the content byclicking on open
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4. Sustainable remediation
Before the person in charge of the resolution clicks the button Done to confirm the completedremediation, he needs to fill-in the root cause analysis by completing the table here below
and then click next to confirm the issue as Done.
5. Access rightsAll persons mentioned in the issue template can access their information using the searchfunctionality of the system. (See below)Internal control managers, country assurance facilitators, internal auditors, accounting reviewers
and disclosure committee members have broader access rights.
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6. How to find information
From the home page, you can see the following details:
You can view the correspondence:
Feedbacks unread by GF-IC
All feedbacks by date
You can view the list ofPreliminary/draft issues
You can search an issue by its number(i.e. IC11-001-xxx)
If you click on these links
Submitted
Done to be confirmed
Solved
Solved issues tested
Advanced searchyou will be directed to the search page
Issues selected by GF-IC for specialmonitoring
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From the search page
The search will display the results according to your request
Once you have selectedwhat you want, click onsearch
You can search by combiningany relevant criteria (i.e.magnitude, abacus entity etc.)
By clicking on the number of theissue you enter it and get all theinformation
At the bottom of the page youhave the commands to order,filter, export the report to excel,etc
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7. More guidance needed?
A full set of training material is available in the Lotus Notes database Assuranceand Internal control guidelines
Drill down into ICoFR Training and then select Monitoring Tool (MoTo) Manual
For any technical or access questions please contact:Andrea Brunelli or ICoFR Helpdesk
Mirjam Schneider, Eleonora Pepi and Silvio Ghislanzoni are the process owners.