Engagement Management System

Engagement Management System

An opportunity study is the earliest phase of an engagement, during which the concept and scope are defined in broad terms. Opportunity management serves to ensure that all risk and client acceptance requirements are covered before an engagement is created.

An opportunity can lead to an engagement. Engagement management is the application of processes, methods, skills, knowledge, and experience to achieve specific objectives according to the acceptance criteria within agreed parameters. Engagement management has final deliverables that are constrained to a finite timescale and budget.

An engagement requires a team of people who are responsible for different aspects of the delivery. The team has to deliver on time, under budget, and meet stated goals. An engagement manager is a person who has the overall responsibility for the successful initiation, planning, design, execution, monitoring, controlling, and closure of an engagement.

Engagement Management System (EMS) is a web app that allows organizations to organize their tasks and workforce related to audit, tax, and advisory services engagements. It represents the workflow from the creation of an opportunity through to the creation of an engagement, setting up of tasks and staff schedules, managing risk and financials, reporting on the engagement progress and budget, and the closure of the engagement.

The web app aims to address the following key business objectives:

  • Opportunity management:
  • Create an opportunity,
  • Record Client Details, perform Risk Analysis, Customer Relations Management (CRM),Control Sheets, Documents, and Opportunity Team, Converting an opportunity to an engagement

Engagement Creation and Management:

  • Activity Planning and Sequencing, Resource Planning, Time and Cost Planning, Financials, Work in Progress (WIP) Analysis, Risk Management, Billing Schedule, Engagement Progress Monitoring and Reporting

Select the following option on the B-Digital home screen to navigate to the Engagement Management System:

EMS Home/My Dashboard

EMS Home/My Dashboard

Once logged in, the user can select the “Engagement Management Systems” option from the Webapp Overview pane.

The following Dashboards will be shown when EMS is accessed; displaying unique user information which allows access to all opportunities that the user is allocated to/ has created as well as engagements. The dashboard also displays the user's allocated planning. Users must either select “Add Opportunity”, “My Current Opportunities” or “My Current Engagements” in order to view the specific details attributed to it.


Opportunity

Create an Opportunity

There are two ways to create/ add an opportunity. This an be done from the dashboard or after clicking the “My Current Opportunities” board.

From the Dashboard

Click on the “Add Opportunity” button on the top left-hand corner of the Opportunity Overview pane on the EMS Homepage screen.

From "My Current Opportunities" Dashboard

Click on the “My Current Opportunities” button on the opportunity overview pane on the EMS Homepage Screen.

Select the 'Add Opportunity' button on the top right.

The following pop-up will be presented to the user.

Before adding an opportunity, check the opportunity list and ensure that the opportunity has not already been created. Confirm if the opportunity has not been created by another user, select the I Have Checked button shown above.

Populate the required fields with the opportunity details and select the “Add” button.

Edit an Opportunity

In order to edit an existing opportunity, the User must select the green Edit icon on the record they would like to update upon the EMS “My Current Opportunities” page. Users must have the adequate access permissions to do so.

Once the icon is selected, the “Edit Opportunity” pop-up will appear. Users can modify the opportunity information within the form and click the “Save Changes” button when done. The status of the engagement can be changed using the edit opportunity function.

View an Opportunity

To view the details of individual opportunities, users must select the blue View Item icon from the Opportunity Pane upon the EMS “My Current Opportunities” page.

The details of the opportunity will be retrieved from the system and displayed in a pop-up form. Users must select the Close button when they have completed viewing the details of the opportunity.

Delete an Opportunity

On the EMS “My Current Opportunities” page, users can select the red Delete Item icon from Action's column on the end of the desired record to remove the Opportunity from the system.

The system will prompt the user to confirm if they would like to remove the Opportunity from the system. In order to remove it, the User must select the Confirm button.

Exporting a list of opportunities

Users can export the list of Opportunities at any point in time. To export the details of the Opportunities, the User must select the format they wish to export the opportunity data to by selecting the button at the bottom left of the Opportunity pane upon the EMS homepage. The system exports the data in the requested filetype and automatically initiates a download.

Accessing the Opportunity Portal

On the EMS “My Current Opportunities” page, users can select the green Work On Opportunity icon from Action's column on the end of the desired record to work upon the opportunity and add engagement decisions for the Opportunity.

The system will retrieve the details of the Opportunity from the system and display it upon the Opportunity Portal. The user can access functionalities such as Opportunity Documents, Control Sheets, and Team Members.

Accessing the Opportunity Control sheets

The opportunity control sheet contains a list of action items that need to be completed for the selected opportunity. To access this list, the User must select the “Opportunity Control Sheet” button on the menu bar of within the Opportunity Portal.

To sign-off on the Control Sheet, the Manager or Partner on the Opportunity must select the Sign-Off button.

Adding an opportunity team member

Click on the “Opportunity Team” button on the menu bar on the top of the Opportunity Portal screen.

Select “Add Opportunity Team Member” and select the team member you wish to add from the drop-down list

Click the “Add” button

Removing an opportunity team member

Click on the “Opportunity Team” button on the menu bar on the top of the Opportunity Portal screen.

Select the red Bin icon next to the Opportunity Team Member you would like to remove.

The system will prompt the user to confirm if they would like to remove the employee from the team. If you would like to do so, then Click the “Confirm” button.

Uploading an opportunity document

Click on the “Opportunity Documents” button on the top of the Opportunity Portal screen.

Select “Upload Document” in the top left of the Opportunity Documents pane to upload an Opportunity Document.

The following pop up will be presented to the user. To attach a document, select the Select File button. Once all fields have been populated, the User must select the Upload button.

Deleting an opportunity document

Click on the “Opportunity Documents” button on the top of the Opportunity Portal screen.

Select the red Bin icon in the Actions column of the record to remove the document from the Opportunity Documents list and the system.

The following pop up will be presented to the user to confirm if they would like to remove the item. Should the user wish to continue with the deletion, they must select the confirm icon.

Downloading opportunity documents

Click on the “Opportunity Documents” button on the top of the Opportunity Portal screen.

Select “Download Documents” in the top right of the Opportunity Documents pane to download the list of Opportunity Documents.

The system will automatically initiate a download with all documents uploaded contained within a .zip file.

Engagement

Engagement

Add an Engagement

Once the user has accessed the Opportunity Portal, an Engagement can be linked to an Opportunity by selecting the Create Engagement button on the left of the screen.

An Engagement cannot be created until the status of the opportunity is set to: Risk management successful; Won & Closed; or Won. To complete the creation of the engagement, the User must populate all the fields in the following pop-up dialog and select the Add button when they are done

The user will then be redirected to the Engagement Portal.

Accessing the Engagement Portal

On the EMS “My Current Opportunities” page, users can select the green Work On Opportunity icon from Action's column on the end of the desired record to work upon the opportunity and add engagement decisions for the Opportunity.

The system will retrieve the details of the Opportunity from the system and display it upon the Opportunity Portal. When an Opportunity has an Engagement linked to it, the “View Engagement” icon will be available. By selecting the View Engagement button, the User will be redirected to the Engagement Portal. The user can access functionalities such as Engagement Documents, Control Sheets, and Team Members.

Edit an Engagement

Engagement details can be edited and updated by selecting the Edit Details button in the Engagement Portal.

The User may edit the fields that are accessible and select the “Save Changes” button once they have completed updating the details.

Close an Engagement

Once an engagement has been completed, the Engagement Manager or Partner can close the engagement by selecting the Close Engagement button from the Engagement Portal.

Once the engagement has been closed, the details of the Engagement will be archived and can be accessed through navigating to “My Past Engagements”.

The Engagement Dashboard

Select the “Opportunity Details” button from the menu bar within the Engagement Portal to view the engagement dashboard.

The below six cards will show

  • Engagement Number and Details
  • Control Sheet
  • Financials
  • Planning
  • Billing
  • WIP Analysis

Engagement Control sheets

The engagement control sheet contains a list of action items that need to be completed for the selected engagement. To access this list, the User must select the “Engagement Control Sheet” button on the menu bar of within the Engagement Portal.

To sign-off on the Control Sheet, the Manager or Partner on the Opportunity must select the Sign-Off button.

Add an Engagement Team Member

To add new employees to work on the engagement, the Engagement Partner and Manager must select the “Engagement Team” option from the main menu within the Engagement Portal.

Select the “Add Team Member” button on the top-left corner of the window.

Fill in the required details on the pop-up form and select the “Add” button when you are done.

Delete an Engagement Team Member

MEMBERS CAN EITHER BE PLANNED ON AN ENGAGEMENT OR NOT. DEPENDING ON THE STATUS OF AN EMPLOYEE ON AN ENGAGEMENT (PLANNED OR UNPLANNED), THEIR REMOVAL WILL VARY. FIRSTLY, THE USER MUST SELECT THE ENGAGEMENT TEAM BUTTON FROM THE MENU BAR WITHIN THE ENGAGEMENT PORTAL.

A MEMBER WITH NO PLANNING

Select the red “X” icon under the Actions column of the record. A confirmation message will appear on the screen. Select the “Confirm” button

A MEMBER WITH PLANNING
Select the red Bin icon under the Actions column of the record. A confirmation message will appear on the screen. Select the “Confirm” button

Upload an Engagement Document

Click on the “Engagement Documents” button on the top of the Engagement Portal screen.

Select “Upload Document” in the top left of the Engagement Documents pane to upload an Engagement Document.

The following pop up will be presented to the user. To attach a document, select the Select File button. Once all fields have been populated, the User must select the Upload button.

Remove an Engagement Document

Click on the “Engagement Documents” button on the top of the Engagement Portal screen.

Select the red Bin icon in the Actions column of the record to remove the document from the Engagement Documents list and the system.

The following pop up will be presented to the user to confirm if they would like to remove the item. Should the user wish to continue with the deletion, they must select the confirm icon.

Download Engagement documents

Click on the “Engagement Documents” button on the top of the Engagement Portal screen.

Select “Download Documents” in the top right of the Engagement Documents pane to download the list of Engagement Documents.

The system will automatically initiate a download with all documents uploaded contained within a .zip file.

Engagement Activity Log

All changes made and activities performed on the engagement are tracked by the system’s activity log.

The activity log can be accessed through selecting the Activity Log option from the Engagement menu bar in the Engagement Portal.

Users can view and monitor the changes to the engagement details and progress made on the engagement through this portal to ensure that all stakeholders are on the same page.

Engagment Planning

Planning

Make a booking

Select the Planning menu item from the menu bar within the Engagement Portal. From the drop-down list, select the “Full Staff Planner”.

When attempting to load a planner for all staff, the process may take a time to be completed, therefore a warning will appear informing you of that. Click “continue” to acknowledge the warning.

Select the “Add Planning Entry” button

Select the employee you wish to plan from the drop-down list and fill in the required detail and click the Add button once all fields have been populated.

Edit a booking

Select the Planning menu item from the menu bar within the Engagement Portal. From the drop-down list, select the “ Staff Planner for an Engagement”.

Select the desired engagement from the dropdown list provided.

Select the green Edit icon from the employees planning record that you wish to edit.

Update the required fields within the planning record. Please note that certain fields will not be editable. Once the User is done, they must select the Save Changes button to save the changes in the System.

Delete a booking

Select the Planning menu item from the menu bar within the Engagement Portal. From the drop-down list, select the “Engagement Staff Planner”.

Select the desired engagement from the dropdown list provided.

Select the red Bin icon from the employees planning record that you wish to edit.

Users will be required to confirm the removal of all planning for the selected employee. To confirm, the User must select the Yes button.

Planning Dashboard

To access the planning dashboard, select the Reporting menu item from the black EMS menu bar. Select “Planning dashboard” from the drop-down list. Only users with adequate access permissions can view this page.

The user can choose Office, Department, Month, and Year for which to see the Summary from drop-down boxes

The second card is dashboard view displaying: Total Planned Value, Available Hours, Planned Hours, and Unplanned Hours

Planning Analysis

Color-coded linear graph display of the Value of Hours and the Count of Hours across the following items

Staff Independence

When BDO undertakes work as part of an engagement with a client, the company requires all employees on the engagement to complete Team Member Independence Declarations.

To access and sign these declarations, Users must select the Planning menu item from the menu bar and select the Staff Independence option from the Engagement Portal.

The Engagement Manager and Partner can send out reminders by selecting the Send Reminder of Incompleted Independence , and users may sign it by selecting the green Edit icon.

Budget

Budgeting is an integral part of the business operations and B-Digital provides engagement Managers and Partners with the ability to monitor and manage the different facets of the budgeting process.

To access the Engagement Budget, Users must select the Budget option from the Planning drop-down menu from the engagement menu bar within the Engagement Portal.

A budget Summary is given showing: Income, Planned Hours, Other Expenses, Gross Margin, and Gross Profit. Figures can be edited and configured within the window to view the different changes.

Engagement Delivery

Engagement Delivery

Risk Register

Engagement risk is the overall risk associated with an audit engagement. It can include a loss of reputation from being associated with a particular client, and financial losses from the association.

Select the Delivery menu item from the main menu bar and select “Risk Register” from the drop-down menu in the Engagement Portal.

Select the “Add Engagement Risk” button in the top-left of the window.

Complete the required fields with the risk information and select the “Add” button once the form is completed.

Issue Register

Issues can be identified within an engagement and it is important for the management team to monitor and track these issues as to ensure that the engagement runs smoothly.

Select the Delivery menu item from the main menu bar and select “Issue Register” from the drop-down menu in the Engagement Portal.

Select the “Add Engagement Issue” button in the top-left of the window.

Complete the required fields with the issue information and select the “Add” button once the form is completed.

Quality Deliverable Plan

A quality management plan may help to defines strategic planning to makes acceptable level of quality. It may contain effective quality policies & procedures, strategic planning, criteria and describes the deliverable as outputs from the entire management plans.

Select the Delivery menu item from the main menu bar and select “Quality Deliverable Plan” from the drop-down menu in the Engagement Portal.

Select the “Add Record” button in the top-left of the window.

Complete the required fields with the quality deliverable plan information and select the “Add” button once the form is completed.

Change Log

Select the Delivery menu item from the main menu bar and select “Change Log” from the drop-down menu in the Engagement Portal.

Select the “Add Engagement Change” button in the top-left of the window.

Complete the required fields with the change information and select the “Add” button once the form is completed.

Actuals

Select the Delivery menu item from the main menu bar and select “Actuals” from the drop-down menu in the Engagement Portal.

The Actuals screen provides a summary of the engagement figures and some key metrics like gross margin and gross profit percentages. Within the window, there is a table that displays Budget vs Actual figures. The users can also see the breakdown of the time planned per employee.

WIP Report

Select the Delivery menu item from the main menu bar and select “WIP Report” from the drop-down menu in the Engagement Portal.

The image below shows a component of the Inventory account, which is reflected in the Asset section of the Balance Sheet – Found in the WIP Report.

Reports

Reports

My Reports

Employee Actual vs Planned Hours

The employee actual vs planned hours on an engagement report can be accessed through selecting the correct engagement through ‘My Current Engagement’ and selecting ‘Edit’.

Select ‘Employees Planned vs Actual Hours’ under ‘Reports’.

Revenue Target vs Actual Fees

You can view the revenue target vs actual fees through one of two steps.

Once you have selected your engagement, select 'Actuals' from the 'Delivery' drop-down menu.

Once you have selected your engagement, scroll down to view the 'Agreed Fee' and 'Actual to date'

Team Mix Statistics

Once you have selected to edit the engagement, select “Team Mix Statistics' under the 'Reports' drop-down menu.

Planned vs Actual Recovery

For a specific engagement

Once you have selected to edit the engagement, scroll down the page to view the ‘Planned Recovery’ and ‘Actual Recovery’ statistics

For general engagements Recovery Statistics

Once you have selected the EMS application, select ‘Reporting Dashboard’ from the ‘Reporting’ drop-down menu.

Select 'Planned vs Actual Recovery'

Other Reports

Once you have selected the EMS application, select ‘Reporting Dashboard’ from the ‘Reporting’ drop-down menu for all the following reports

1. Planned Engagement Revenue and Fee Reporting

Select 'Planned Revenue'.

2. Expected Invoices vs Actual Invoices

Select 'Expected vs Actual Invoices'.

3. Engagement Cashflows

Select 'Cash Flows'.

4. Admin Time

Select 'Admin Time'.

5. Opportunity Success Rate Report

Update Your Profile

Update Your Profile

Personalize your profile on B-Digital

We’re excited to share some new features and functionalities added to B-Digital. You can now upload your photo, skills, experience, certificates, and accreditations to your profile on B-Digital. All you need to do is follow the steps below for each.

Add a Photo

Once you have logged on to B-Digital, click on the avatar next to your name in the top navigation bar. Select “My Profile” from the drop-down menu that appears.

Select “Photos” on the navigation bar and select your preferred image size.

Select the desired image. Once selected, click on the upload button.

Add a Qualification

Select the “Qualifications” item in the menu bar.

Select the “Add Qualification” button to add your qualification.

Complete the form and select the “Add” button. Your newly added qualification will be displayed in the qualifications list

Add a Certification/Accreditation

Select the “Add a Certification/Accreditation” button.

Complete the form with the relevant information and click on the “Add” button. The added certification/accreditation will be displayed in the certification/accreditation list.

Add Experience

Select the “Skills and Experience” button on the navigation menu.

Select the “Add Experience” button to add your work experience.

Complete the form with the relevant information and click on the “Save” button.

Add Skills

Select the “Add Skill” button to add your skills.

Complete the form with the relevant information and click on the “Save” button. Your added skill will be added to the list of skills.