Monitoring activities

In the MONITOR module, the Monitoring activities tab is used to document the firm’s monitoring activities. These include the procedures implemented to ensure the firm’s quality management system is in compliance with the applicable standards in its design, implementation and operation.

Define monitoring activities

There are 2 types of monitoring activities:

1. Network monitoring activities - These monitoring activities are prescribed by the firm’s network firm, where relevant. The network firm will distribute the prescribed monitoring activities, which are then imported in Settings. The firm must assess their relevance.

2. Firm monitoring activities - These monitoring activities are recorded by the firm and are in addition to the network monitoring activities.

Modify monitoring activities

Hinweis: Monitoring activities can only be modified if the status is in Draft mode. If a monitoring activity has already been accepted or reviewed, the sign-off must be removed before the monitoring activity can be modified.

To modify monitoring activity:

1. Click on the Expand icon () under the Relevant column.

   

   The monitoring activity will expand.

2. Select the Edit icon () and make the applicable changes.

3. To save the changes made, select SAVE.

   

Delete monitoring activity

Hinweis: If a monitoring activity has been accepted or reviewed, the sign-off must be removed before the monitoring activity can be deleted.

To delete monitoring activities:

Hinweis: Network monitoring activities cannot be deleted.

1. Click on the Expand icon () under the Relevant column.

2. Wählen Sie das Symbol Löschen ().

   

3. In the delete confirmation prompt, select Delete.

Hinweis: If the monitoring activity does not apply to a firm, it will be marked as Not relevant. Non relevant monitoring activities cannot be included in the monitored work program.

Sign-offs and approvals

Monitoring activities selected as relevant and signed off as prepared will be considered finalized and included in the monitoring work programs.

Complete monitoring activity

The monitoring activity dialog can be completed by either adding a new monitoring activity or by editing a monitoring activity from the list of monitoring activities already included in the table.

To add a new monitoring activity:

1. Click the Add icon () and select Monitoring activity.

   

2. Complete the Monitoring activity dialogue box.

The Monitoring activity dialogue contains the following fields to be completed:

Hinweis: When completing a network monitoring activity, some of the fields will be pre-populated and cannot be edited.

Feld	Input
Titel	Input a short title for the monitoring activity.
ID	Enter the unique identification number for the monitoring activity.
Typ	No input required.
Relevant	Select Yes if the monitoring activity is relevant to the firm or select No if the monitoring activity is not relevant to the firm. The default is set to Yes.
Reason for not relevant	This field appears when the firm has indicated that the monitoring activity is not relevant to the firm. Enter a reason to address why the monitoring activity is not relevant to the firm.
Area	Select the relevant area that the monitoring activity relates to from the dropdown menu.
Sub-area	This field becomes visible when the area selected is Implementation and operation of policies and procedures. Choose Firm level and/or Engagement level to specify the implementation level of the policies and procedures.
Component	Select the relevant component of the firm’s system of quality management that the monitoring activity relates to from the drop down menu.
Nature	Include details about the monitoring activity. When a monitoring activity is selected from the library, you can modify the monitoring activity to align it with the firm’s unique circumstances or its own policy and procedure responses.
Timing	Select the relevant option from the dropdown menu: Scheduled - The monitoring activity will be conducted at specific intervals. Manual - The monitoring activity will be carried out on an as-needed basis without predefined intervals. Hinweis: When monitoring the implementation and operation of the firm’s policy and procedure responses, the timing of monitoring activities is often influenced by the timing of the procedure responses.
Frequency	This field appears when you have selected the timing of the monitoring activity as Scheduled. To set the frequency of the scheduled procedure response, select Edit Frequency.
Extent	Provide details on the scope of the monitoring activity. For example, you can specify if the extent will include all audit engagements for listed entities only or if the extent will include to inspect the supporting documentation of all matters recorded in the firm’s register.
Applicable standard(s)	Select the standard(s) relevant to the monitoring activity. If only one standard applies, no selection is necessary.
Authoritative reference(s)	Include relevant authoritative references to support the monitoring activity.
Link(s)	Include links to external documentation, specifying the name and URL of each linked document. URLs can lead to locations such as Caseware Cloud instances.
Note	Include any additional notes.
Linked objectives	Link previously recorded quality objectives to this monitoring activity using the dropdown menu.
Linked policies	Link previously recorded policy responses to this monitoring activity using the dropdown menu.
Linked procedures	Link previously recorded procedure responses to this monitoring activity using the dropdown menu.
Linked risks	Link previously recorded risks to this monitoring activity using the dropdown menu.
Linked tasks	Link previously recorded tasks to this monitoring activity using the dropdown menu.
Effective from	Leave this field blank if the monitoring activity will become effective immediately. If the monitoring activity is set to become effective on a future date, record that date in this field.
Effective to	Leave this field blank if the monitoring activity will remain in effect for the foreseeable future. If the monitoring activity will no longer be in use after a specific date, record that date in this field. The monitoring activity will then be in operation until the Effective to date is reached. Note that even though a policy or procedure response may be discontinued at a specific date, the associated monitoring activity linked to that policy or procedure response may require ongoing continuation for a period afterward. This extension allows the person(s) performing the monitoring to perform the monitoring activity. This is especially important for monitoring activities that are performed at intervals only.

Note that fields marked with a red asterisk (*) are mandatory and must be completed before the monitoring activity can be saved.

Fields marked with a blue asterisk (*) are not required to be completed before the monitoring activity can be saved, but must be completed before the monitoring activity can be signed off as prepared.

3 Once the monitoring activity dialogue has been populated, select SAVE.