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Progress Tracking

The Progress Tracking module provides a structured workflow to follow up on Audit action plans and deliverables over time. It ensures that recommendations are addressed, action plan owners provide regular status updates, and reviewers validate progress before closing items. This process is organized around governance processes — time-bound tracking cycles tied to a fiscal year.

Managing a governance process​

A governance process defines a tracking cycle during which action plan owners are invited to report on the progress of their items. Only one action plan tracking process can be active at a time.

Creating a governance process​

  1. Navigate to Settings from the top-right menu;
  2. Select Governance processes;
  3. Click New;
  4. Fill in the required fields:
    • Type — select Action plan tracking;
    • Business unit — select the relevant business unit (e.g., Internal audit);
    • Fiscal year — select the fiscal year;
    • Name — give the process a descriptive name;
    • Start date, End date, and Deadline;
  5. Click Create.
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You cannot create a new governance process while another one of the same type is already open.

Updating a governance process​

From Settings > Governance processes, open the relevant process and click Edit to modify its fields (dates, name, etc.).

Closing a governance process​

From the Progress Tracking main screen, click Close process in the top-right corner.

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All action plans must be completed before you can close the process. Click Validate to see which action plans still need to be finalized.

Performing assessments​

The assessment workflow involves two roles:

  • Action plan owners (or their delegates) who provide status updates on their deliverables and action plans;
  • Reviewers who validate and approve the assessments.

Inviting action plan owners​

From the Progress Tracking main screen, you can see all action plan owners and their current status:

  • Not started — the owner has not yet begun their assessment;
  • In progress — the owner has started but not yet submitted;
  • Pending review — the assessment is submitted and awaiting review;
  • Completed — the assessment has been reviewed and approved.

To invite an owner, click on their card and click Send reminder. The owner will receive a notification in QuartzIQ and an email with a link to their assessment dashboard.

Accessing your assessment dashboard​

You can access your assessment dashboard in two ways:

  • From QuartzIQ — navigate to the Progress Tracking section, click on your card, and click Review action plans;
  • From email — click the link in the invitation email you received.

Assessing deliverables and action plans​

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The process is to assess deliverables first, then evaluate the related action plan.

From your assessment dashboard, you can:

  • View details of each action plan by clicking the View details button;
  • See all action plans linked to the audit mandate in the summary on the left;
  • Add a comment to your assessment using the Edit comment button;
  • Set a status for each deliverable by clicking on the status field;
  • Navigate to the action plan assessment once all deliverables have been evaluated;
  • Click Lock assessment and start review when you are done to submit your assessment for review.

Reviewing assessments​

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Once an assessment is submitted, it must be reviewed by another user with the appropriate review permissions.

From the Progress Tracking main screen, click Review assessment on a card with the Pending review status. From the review screen you can:

  • Add a comment with the Edit comment button;
  • Change the assessment using the Change review button if you disagree with the evaluation;
  • Approve by clicking Review and continue to finalize the review.

Once all action plans for an owner are reviewed, their card status changes to Completed.

Recommendation email tracking​

In addition to the assessment workflow, QuartzIQ provides a recommendation email tracking feature to send periodic status reports to recommendation owners, ensuring ongoing visibility into the progress of audit recommendations.

Setting up email tracking​

  1. Navigate to Settings > Governance processes;
  2. Click New;
  3. Select Recommendation email tracking as the type;
  4. Configure the fiscal year, name, dates, and deadline;
  5. Toggle Is active to activate the process;
  6. Click Create.
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Only one recommendation email tracking process can be active at a time.

Managing tracking reports​

From the Recommendation email tracking main screen, you can see all users and their tracking status:

StatusMeaning
Not startedThe report has not yet been prepared
DraftThe report is ready but has not been sent
CompletedThe report has been sent

Depending on the status, different actions are available from each user's card:

Not started:

  • View template — preview the email template;
  • Edit template — customize the email content;
  • Prepare report — generate the recommendation report and attach it to the email.

Draft:

  • Edit report — modify the report before sending;
  • Send report — send the report to the owner;
  • Reset report — discard and start over.

Completed:

  • View report — review the sent report;
  • Resend report — send the report again;
  • Revert to draft — move back to draft status for edits.

The edit screen also allows you to change the email signature, edit the email body, download or add attachments.