Who is this article for?

Users who want to learn about Time recording and budgeting in Ideagen Internal Audit for Retain users.

Elevated permissions are not required.

Ideagen Internal Audit (formerly known as Pentana Audit) allows for simple time recording and budgeting. This document describes some of the more notable differences between the Ideagen application and Retain / RetainTime.  Full guidance on the functionality is available in the online help and downloadable help guides.

1. Aggregation of timesheet data
2. Budgeting
3. Components
4. Diary Time / Availability / Utilisation
5. Non-Audit Tasks
6. Reporting

1. Aggregation of timesheet data

1. Timesheet hours are aggregated in two places:

• On the Assign Staff screen, where a person's Actual Time is an aggregation of their time sheet time for that Audit.
• In the [Audit].[Actual Time] field, which is found on the Audit Details screen and can be selected for the data grid

2. Aggregation of time is complicated by the switch from RetainTime to Internal Audit.  The issue is as follows

• When you fill in a timesheet in RetainTime, the raw time data is saved in the Retain database, and aggregated time is copied to the Pentana Audit audit
• If you add more time to the same time sheet period in Internal Audit, the aggregation becomes incorrect
  • When Internal Audit calculates the aggregated time, it can use only what it finds in the Pentana database
  • The earlier time data is not available to Internal Audit, because it's stored in the Retain database

3. This issue is described in detail in the knowledgebase article  Pentana Audit: What happens to Pentana’s ‘actual time’ data when synchronisation with RetainTime is disabled? – Internal Audit (formerly Pentana Audit) (ideagen.com)

2. Budgeting

1. Internal Audit does not allow for staff planning, but budget time can be captured
   1. Budget time for an Audit can be captured in the free-entry field [Audit].[Budget Effort]
   2. In the Audit Assignment screen, each person's time budget can be entered.  This is aggregated in [Audit].[Budget Time].

A comparison of how Planned and Budget fields differ between Internal Audit and Retain can be found here Overview of fields on the Audit Details screen – Internal Audit (formerly Pentana Audit) (ideagen.com)

3. Components

1. It is possible to specify component types for timesheet lines (e.g. Planning, Fieldwork, Reporting). 
2. These are stored in a dropdown list.  To maintain the list, navigate to
   1. Admin
   2. Segmentations
   3. Time Sheet Components

4. Diary Time, Availability, Utilisation

Internal Audit does not have the concept of diary for a resource, and so it is not possible to calculate availability/utilisation, or to track diary time.

5. Non-Audit Tasks

1. Non-audit tasks (e.g. vacation or training) can be made available for time recording. 
2. Retain represents these as jobs that sit alongside the audits in the main screen, the Ideagen application uses a dropdown list to store the names.  To maintain the list, navigate to
   1. Admin
   2. Segmentations
   3. Time Sheet Tasks

6. Reporting

1. Reporting is done via the Analysis screen.
2. As with other data grids in the system, you can add columns to the view, use prefilters and filters to select subsets of data, group by values, and save the views for re-use.