Purpose: Provide an overview of the partner details, engagement type (spot check), and share appropriate forms with the audit team to conduct their visit
Who: UNICEF Focal Point
When: A summary of information required for the auditor to complete their visit for a spot check
1. Log into eTools using your UNICEF email and password
2. Click on the Menu icon in the top left corner of the screen to open menu
3. Select Financial Assurance Module
4. List of engagements will open
5. Click on Add New Engagement
6. Enter 00 (double zero) followed by Purchase Order (PO) Number and press enter
7. Vendor Name, PO Date and Contract Expiry Date will automatically be populated (from VISION) once you enter Purchase Order Number (from VISION)
8. Click on Engagement Type drop-down
9. Select Spot Check from the drop-down list
10. Fill in the required fields (marked by red asterisk): Total value of selected FACE form(s); Period Start Date; PO Item; Date IP was contacted; Period End Date
11. Go to Partner details and click on Partner drop-down list to select the partner
12. Once you selected your partner, their details will be automatically populated (from VISION)
13. You can also select relevant PD(s) or SSFA(s) from the drop-down list (If conducting a spot check on a CSO partner)
13. Scroll down to Audit Staff Team Members section and select at least one Audit Member for this spot check
14. If the audit team member is not listed click on the plus sign to add a new audit team member to the list. Enter the audit staff member's information and click on ADD. The audit member will get an e-mail notifying them of their selection as a member for the spot check.
15. To add or share attachments with the auditor that are relevant to the audit. Click on the Attachments tab.
16. To share attachments related to the partner and/or programme that are already uploaded on eTools. Click on the upload button. A pop up will appear showing the available documents from the eTools library. You can select multiple files and click on Share to attach to the audit.
17. To upload attachments click on the upload button and attach the relevant files
18. Click on the pencil or trash can icons to edit or delete the attachments
19. Click on Create in the Status bar
20. The status of your engagement will change to IP Contacted (including the date IP was contacted). The Audit Staff Team Members will receive an e-mail informing them of their selection for the engagement.