User Guide for 3rd-party Vendor - MTO ARAMS
Overview:
The purpose of this document is to provide the 3rd-party vendor with a step-by-step guide to effectively perform audits on select Authorized Requesters using the MTO ARAMS powered by Auvenir. As with any audit, several activities listed below may be in progress concurrently, and information discovered in one step may require a revisiting of previously completed tasks.
Onboarding:
Once being onboarded by the MTO coordinator, you will receive an invitation email from the system. Follow the steps mentioned in the email to complete Multi-Factor Authentication (MFA) setup to complete the onboarding process.
Once done, you will receive a second email from the system, confirming that you can now access the MTO ARAMS application.
As a new user of the system, you will be presented with Auvenir’s service terms the first time you log into the system. Once reviewed and accepted, you will be able to proceed to the next step. You will not be asked to accept the terms again during your subsequent logins unless Auvenir updates the terms. You will not be able to proceed further if you decline the terms.
Upon reviewing and accepting Auvenir’s service terms, you will be presented with a dialogue box to confirm/update your username.
Dashboard:
Once you confirm your username, you will be navigated to the Dashboard view with the following information.
- Overall status of the audit cases assigned to you.
- Additional guidance is provided besides the status summary to guide you through the application.
- You will not be able to access any audit cases until they have been prepared by the MTO team.
- Calendar view to help you track important dates for your audit cases.
Audit case review:
Once the audit cases have been prepared by the MTO team, click the navigation icon to the right of the section title to see the list of audit cases on a separate tab. You can now start working on your audit cases.
Click any audit case that is in the ‘Ready to execute’ state to see the details of that case. By default, you will land on the ‘Working papers’ view, on which you can see the working papers (audit documents) prepared by the MTO team. By accessing the ‘Properties’ tab inside the audit case, you can view detail profile information including past audit cases performed on the specific Authorized Requester.
Once you review all the information and feel ready to start your work, make sure to sign off all working papers and attachments (if any), followed by moving the audit case to the next state ‘In Fieldwork’. Note: you can select one or multiple working papers/attachments to sign off at once.
Field work:
To begin your field work, open an audit case from your list and open an audit document. You will be able to switch between “edit” and “view only” mode while working on an audit document. Our system allows one user to edit an audit document at a time. You will not be able to edit an audit document if another user has already started working on it. You can still review it in a view-only mode. You will be presented with a system message on the UI indicating who is editing the document in case you want to reach out and coordinator with the other user.
As you work through the various audit documents, e.g., audit program testing template, remember to use our common tool functionalities such as Findings Common Tool to document findings in a more efficient way. You can also take advantage of Review Notes or the Tickmarks Common Tool to leave notes/comments for yourself, or, to communicate with the MTO team. You can attach additional documentation to the audit case by using the Attachment Common Tool. Please refer to the in-app knowledgebase for more detail on how these tools can help in your review of the case.
Finally, you can use the Request function within the Authorized Requester Portal to collaborate with the Authorized Requester audit contact directly within the application. This will be helpful if you need to request additional documents or audit evidence, or, remind Authorized Requester audit contact about important due dates.
Once you complete your audit, make sure to sign off all the audit documents, including working papers prepared by the MTO team as well as any working papers/documents you uploaded and attached to the audit case. You must ensure all working papers and attachments have been signed off, before you can move the audit case to the next state ‘MTO auditor review’.
Additional notes:
You will receive an email notification from the system on a daily basis. The daily email provides you with status updates of the audit cases assigned to you, as well as activities inside the Authorized Requester Portal. The purpose is to help you always stay on track of your assigned audit tasks and ensure timely communication with the MTO team and Authorized Requester audit contact.
Inside the Authorized Requester Portal, you can view and manage access of the Authorized Requester audit contact, i.e., if not yet done by the MTO team, you can grant an Authorized Requester audit contact access to the portal. You can also re-send an invitation if for any reason the initial invitation from the MTO team did not go through. Authorized requestor access can only be revoked by a member of the MTO team.
An Authorized requester can only see the requester portal screen and respond to requests or work on audit case files assigned to them. They cannot see any additional information within the audit case.
At any time, you can go to the User Profile (at the top right corner under your username) and take the following actions:
- update your initials being used in the system (e.g., signoffs).
- change the Locale setting for number and date format used in the system.
Note: Once the MTO auditor moves the case to an in-active, deleted or closed state, your access to that case will be removed.