Audits provide an impartial assessment of a company’s Payroll and Human Resource records within COINS. This document will assist in the set up on auditing tables or specific fields within COINS that has Auditing enabled.
Audit Configuration
Once configuration of auditing has been enabled on the database table, COINS will begin capturing data changes going forward. Past data changes will not be captured.
Payroll > Audit > Audit Configuration
Configuration
On the Audit Configuration listing, select the database table that you want to use by clicking open
You cannot add additional database tables to this listing. If the table you want to audit is not on this list, consider that it may be under the “audit” folder in a different module.
You can use System > System Enquiries > Database Enquiry to see what database tables exist and what fields exist on each table.
Once the selected table is open, enter the field(s) names that are required to be audited or enter an asterisk (*) to indicate all fields. Field names must be separated by a comma; no spaces.
There is an option to use the action bar to create company-specific rules for auditing.
The column “Number of Days History” is the length of time COINS will retain the audit records.
Audit records are not automatically deleted. When you run Audit > Delete, COINS will remove records that are older than this number of days.
If the ‘Audit Field’ box is blank, than no fields on the particular table are being audited.
Audit on Forms
An Audit Button will appear on the form once the table has been defined in the configuration for auditing.
Below is an example of field auditing on a form using the configuration set up in 2.1 for the ‘Earning Categories’ table (pr_eearn) on the Employee Maintenance form.
Open an employee record and navigate to ‘Earning Categories’ Tab.
Open the record to reviewed, click.
Place the cursor on the field you wish to review the audit for i.e. Regular Rate.
The Audit button will appear at the bottom.
Click the ‘Audit’ button and it will display the audit trail for this one record.
NOTE:
If a field is not selected before clicking on the ‘Audit’ button. Then by default, this will display the audit train for the last field “touched” on this record.
In the above screen shot, the audit is on the ‘Regular Rate/Amount’ field. To review the audit trail on the ‘Earnings Category’ field, simply click on that field as if to edit the field, and then click the ‘Audit’ button. The field name at the top of the audit is pec_earncat; the ‘Earning Category’ field.
Audit Processing
In order to process an audit across all records the ‘Audit Processing’ must be completed.
Processing an audit assigns the next audit number to any current audit record. (That is, records of changes). These may be scheduled to run and should be processed regularly. If there has been no changes to the file since the last audit was created, COINS will display a message:
“There are no audit records to be processed.”
Once the audit has been created, an Audit Report should be produced and saved.
Payroll > Audit > Processing
Select the ‘Audit Processing’ table to be run.
The Table; is the database table that will be audited in the process selected.
The Audit; is a number that will be automatically assigned to the audit. Every time the ‘Audit Process’ is run or a table this number will change.
Click the Process button to generate a report that will display how many records were processed.
Audit Report
Once the ‘Audit Process’ has been run, a report can be produced. The report will show which field has changed, the date and time the change was made, who made the change, and the old and new values of the field.
Payroll > Audit > Reports
Report Parameters
Audit: The number of the audit that is required to be reported on. (COINS inserts the most recent audit number by default)
Order: Tick if the report is to be sorted by sector i.e. field name or by sequence
Dates: Report the changes on or after this date.
To: Report the changes on or before this date.
Fields: A list of fields to report on. To report on all fields enter an asterisk (*)
User: To report on changes made by a single user, enter the COINS user ID, otherwise leave blank.
Employee: Enter the person to report on changes for a single personnel record only. Leave blank to report on all records.
To run the Report you must click next at the bottom
NOTE:
It is possible to run the report with only the Audit and Order fields entered.
Sample of the Report output
Subsequent Audit Reports
If a database table has been modified after an initial Audit report has been run the ‘Audit Process’ for the table must be processed for the changes to appear in the next Audit Report.
For example:
For employee BAKSIM, added a new SITE earning code to ‘Earning Category’ Tab and made HOL dormant.
Re-run the ‘Employee Earning Categories Audit Processing’. COINS has automatically assigned Audit #2 for this table.
Audit #2 has recorded the number of changes made since the last audit was processed.
Run the ‘Audit Report’ for the Employee Earning Categories allowing the parameters to default.
The report output will only display the changes made after the previous ‘Audit Report’ for that table.
It is still possible to run the ‘Audit Report’ for a prior period by changing the default Audit number to the relevant report required.
Schedule Reports
It is recommended that the ‘Processing’ function and the ‘Audit Reports’ be scheduled to run at regular intervals. The ‘Audit Reports’ should be scheduled to run immediately after each audit processing is run. The ‘Audit Reports’ should be saved / archived to preserve audit trails even after records are deleted.
Define the report parameters for the report.
Select ‘Scheduled’ in the ‘Output Options’ Tab on the report.
Once you select Process, the ‘Scheduler Update’ form will open. Fields to be entered are the: Time – Time the report is to run
From - which is the date from which the report is to be run
To -which is the date to which the report is to stop running
Schedule – when the report is to run. (The schedules are pre-defined by the system Administrator)
4. Once the report is saved, it will appear in the ‘Report Status’ on the ‘Scheduler’ Tab.
Delete Audit History
COINS will not delete records that have not been processed and assigned an audit number.
The last change made to a record is not deleted until the record itself has been deleted. This means that there will always be an audit record giving the last change made.
Payroll > Audit > Delete
Select the ‘Audit Delete’ table to run.
The Table; is the database table that will deleted.
The up to date; COINS will delete records of changes made to the file on or before this date.
NOTE:
COINS calculates the ‘delete to’ date based on the ‘Number of day’s history’ field specified in the ‘Audit Configuration’ set up.
4. Click the Process button to generate a report that will display how many records were removed.
If the Delete process has been run without the ‘Audit Processing’ been complete a message will appear in the ‘Delete’ output:
‘Audit required for file [name] – [YSY626]
Audit Enquiry
This allows users to see an audit list of changes that have been made within a database table.
What will be displayed are the key index values of a record, field, date, time, user and the before and after change.
There is the ability to use filters (simple or advance) to search for specific changes.
All enquiries can be exported to excel for further analysis.