MOTO Operational Manual

8/13/2019 MOTO Operational Manual

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How to use the Monitoring tool

Summary

1. How to enter MoTo................................................................................................... 12. How to create an issue............................................................................................. 23. How to work with the system.................................................................................... 44. Sustainable remediation ........................................................................................... 55. Access rights ............................................................................................................ 56. How to find information............................................................................................. 67. More guidance needed?........................................................................................... 8

1. How to enter MoTo

If you have more than one Lotus Notes address, you might have problems toaccess the system. Please cancel the old one.

If you do not have a valid internet password, please ask your IS support center.

Type your name and enter yoursametime password even if yourname does not appear on thepregiven list


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2. How to create an issue

From the homepage

Then, you are in the next page

The event/issue template appears and you need to enter the information requested bythe system:

Abacus entity, PG product group, currency, amounts in local currency, person in chargeof the resolution, resolution target date, person in charge of the follow up whenavailable, disclosure committee member, subject title, description, recommendation,managements first answer, risk assessment and the click to submit the issue, as below.

Click on one ofthe blue links

2. Click here tocreate a new issue

1. Fill-in theinformation required


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Note that almost every information is mandatory before submitting

Click here to submitthe issue


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3. How to work with the system

In each issue template the following functionalities are available: Send/ Answer message:For information and updatesrelated the issue

Change the person in chargeof the resolution

Change the target date:Only available to GF-IC

Push the button Done whenthe issue is solved:To confirm that the issue is

resolved by the person in chargeand by the superior

Push the button Returnedwhen the issue is not solved:To reject the sign-off of an issueby the superior

Import into the GF-ICMonitoring section

To edit this issue click here:Only available to GF-IC

The history and correspondencesection collects all thecommunication related to thisissue that was sent using the

monitoring system.

The system creates automatic reminders as soon thetarget date has been reached and periodically untilthe issue is signed off by the resolution responsibleand/or by the superior (Reporting unit CFO, CountryCFO or Region CFO)

You can view the content byclicking on open


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4. Sustainable remediation

Before the person in charge of the resolution clicks the button Done to confirm the completedremediation, he needs to fill-in the root cause analysis by completing the table here below

and then click next to confirm the issue as Done.

5. Access rightsAll persons mentioned in the issue template can access their information using the searchfunctionality of the system. (See below)Internal control managers, country assurance facilitators, internal auditors, accounting reviewers

and disclosure committee members have broader access rights.


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6. How to find information

From the home page, you can see the following details:

You can view the correspondence:

Feedbacks unread by GF-IC

All feedbacks by date

You can view the list ofPreliminary/draft issues

You can search an issue by its number(i.e. IC11-001-xxx)

If you click on these links

Submitted

Done to be confirmed

Solved

Solved issues tested

Advanced searchyou will be directed to the search page

Issues selected by GF-IC for specialmonitoring


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From the search page

The search will display the results according to your request

Once you have selectedwhat you want, click onsearch

You can search by combiningany relevant criteria (i.e.magnitude, abacus entity etc.)

By clicking on the number of theissue you enter it and get all theinformation

At the bottom of the page youhave the commands to order,filter, export the report to excel,etc


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7. More guidance needed?

A full set of training material is available in the Lotus Notes database Assuranceand Internal control guidelines

Drill down into ICoFR Training and then select Monitoring Tool (MoTo) Manual

For any technical or access questions please contact:Andrea Brunelli or ICoFR Helpdesk

Mirjam Schneider, Eleonora Pepi and Silvio Ghislanzoni are the process owners.

MOTO Operational Manual

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