Tips/Hints for report preparation and editing
1. The Normal.dot file
General
For those auditors which are not familiar with *.dot files, first a few explanatory words on how WFW uses these files:
· When creating a WFW document, the file is attached to a template which, in the absence of a user defined template, will be the default Normal.dot file. One can verify/modify which template a new document is/will be attached to via the menu Tools/Templates and Add-ins commands.
· When saving a new WFW file, the template information (i.e. the assigned *.dot file) is saved with the text of file (i.e. the *.doc file). Similarly when later opening the file, WFW will first open the previously specified *.dot file and will then open the actual memo/report file.
· The Normal.dot file as we use in SIEP are originally set-up by the SIEP PC Support organisation. It contains a host of general purpose features which aim to satisfy SIEP WFW user demands in widest of spheres. In WFW2.0 and 6.0 it used to be “read-only” i.e. it could not be modified (unless the properties seting of the file were changed via FILE MANAGER which was recommended against). The Normal.dot file as supplied with WFW97 appears to have less limitations, i.e. it is not “read only”. Also, when comparing the SIEP Normal.dot files with those existing in Opco WFW applications, there appear differences as well.
· The *.dot files as used by different WFW versions are incompatible i.e. WFW2.0 and WFW6.0 sometimes work with the same *.dot (depends on complication of macros) file but the *.dot are incompatible with WFW97.
Objective
The bottom-line conclusion is that, in order to use common approaches for audit reports, a common WFW97 template audit.dot file is required. For this purpose all AUDITKIT97 *.doc files should be attached to template audit.dot. The name already implies that this file has been created especially for AUDITKIT97 audit reports. It aims to enhance the common methodology for all AUDITKIT97 users, regardless of working location.
Installation
First, the Audit.dot file as supplied with AUDITKIT97 needs to be stored in the applicable directories on the C:\drive. For WFW97 the correct locations is C:\Program Files\Microsoft Office\Templates.
Features
Audit.dot contains a number of features which are particularly useful when preparing the reports i.e.:
· A shortened list of text styles. The customary normal.dot file as set up by SIEP (and OU) PC Support departments contains a host of features which are of no use when preparing audit reports. In theory the styles list in audit.dot should have been much smaller, but WFW (specifically WFW2.0) will just not permit to delete certain styles.
· The standard text styles as used in audit reports have been modified to hold the correct fonts (Century Schoolbook) and font size (12). If all the reports are prepared using the standard styles, this will also reduce the editing time/effort (and cost) required by the EPS word processing staff to convert the drafts into standard SIEP format.
· The standard language for all text has been set to English (UK). This will automatically call up the correct spelling checker.
· Provided that the other Audit Team members install the audit.dot file on their PC (see above), the frustrating error message "Word cannot open this document template" will no longer appear when opening WFW documents from AUDITKIT97.
· Rather than adressing the mouse at the style box (top left corner), the most often used styles can now be initiated via shortcut keys (not case sensitive). Refer to document Macros.doc for further details.
· A macro (Macro 1) has been included to allow quick copy/paste of audit actions to a special file actions.doc (see AUDITKIT97) which can then be edited further as the Classified Actions List (appendix 1). Normally a painstaking job which can take hours, the macro reduces it to minutes. Refer to document Macros.doc for detailed instructions.
· A macro (Macro2) has been included to facilitate the checking of first occurrances of abbreviations used. See also below and/or refer to document Macros.doc for detailed instructions.
· Macros in general are (very) useful when creating/editing reports but require a good understanding by the user. Also, when designing 'single producer - multiple user' macros, these require extensive documentation as the non-expert users may completely mess up the report when accidentally using the shortcut keys. As such, and rather than creating many standard macros in AUDITKIT97, it is preferred that auditors get familiar with WFW macros and subsequently produce their own macros. The Audit.dot files can then be customised with these additional (personal) macros and saved as personal *.dot files.
Summary
The most important thing to remember is that, in order for Audit.dot to work, a new file has to be made with Audit.dot from the beginning. If you have forgotten this (and WFW takes the default Normal.dot) it is not too late to change i.e. there are two correction methods:
· cut/paste the file contents into a file which is attached to audit.dot (e.g. Empty doc).
· attach the file to the correct audit.dot template via the menu option FILE, TEMPLATE.
All of the above may appear rather complicated but the principles are simple. All that is required is practise. Compare it with bying a car:
- the normal.dot file is the basic model,
- the audit.dot file has given you the spoiler, special seats and tinted glass,
- the subsequent personalised *.dot files will install the turbo and tune-up the engine to get more horsepower.
However, a bad driver doesn't become a good driver by giving him/her a fast car. He/she needs to improve his/her driving skills before becoming a safe driver (in a fast car).
Regarding the time + effort spent on becoming familiar with macros (WFW as well as Excel), it will pay off HUNDREDFOLD (or more). If one macro saves you an hour of laborious keyboard work (and it will, with practice !!!) then, with some 40 SIEP audit reports/annum the same macro potentially saves 40 hrs (approx. fl. 25,000.-). Just multiply this with the number of macros you have potentially available, from AUDITKIT97 as well as those you develop yourself.
2. More Tips/Hints for report preparation and editing
2.1 Different WFW versions.
Producing one report from multiple contributions is difficult and, depending on the individual WFW skills of the audit team members, it can be frustrating. Also, different WFW versions may be inadvertantly used by the team members. Try to standardise on one version throughout the audit. If this is not possible, ensure that you (the audit leader) work with the highest numbered version.
Loading text from WFW2.0/6.0 into WFW97 is possible but loading text from WFW97 into WFW2.0 or WFW6.0 is not possible.
2.2 The "who-wrote-what" problem
As an audit leader it is important to be able to easily distinguish which audit team member has written what and when. This serves a number of purposes i.e.:
- To verify that he is indeed working on the assigned tasks.
- To verify progress against assigned tasks.
- To allow you to quickly retrieve/store individual report contributions.
The easiest way to do this via a methodical approach in Windows Explorer. Create a special directory (e.g. Reports/Contributions) with a separate subdirectory for each of the team members (i.e. Reports/Contributions/JOHN, etc). When being presented with the floppy discs by the team members, copy the floppy contents to their respective subdirectory (and keep it there). Keep the report master in the main directory Reports.
2.3 Back-ups, back-ups and more back-ups
In the process of preparing the report, be mentally prepared/organised to encounter/tackle PC problems i.e. with software and hardware (hard disc crashes have been experienced). Some precautionary measures are as follows:
· Always have a full set of AUDITKIT97 on floppy disc available.
· Always have at least one floppy disc backup of a reasonably up-to-date report master. Once per day is a minimum back-up requirement with preferably unique names for the various report master back-ups.
· When saving rptmast1.doc at the end of each day (or more frequently), use the menu option "SAVE AS" and store under a new name.
· Make sure that at any time the WFW autosaver is on with an interval time of some 10 minutes. This can be set with the menu option TOOLS, OPTIONS, SAVE. Always work from the PC harddisk as the autosave on the floppy disk drive is exruciatingly slow.
2.4 The "which is the master copy" problem
Rather than numbering the report master files (e.g. master1.doc, master2.doc), a useful and more effctive method is to link the name to the day on which the file is prepared (e.g. mastmon.doc, masttue.doc).
2.5 The empty.doc file
There are two ways of getting the audit team members to start writing their report contributions:
1. Give each of the audit team members a copy of rptmast1.doc which they can then edit/cut towards their own requirements.
2. Depending on which WFW version is used during the audit, give each of the audit team members a copy of the empty.doc file. This is an empty file attached to the audit.dot template. Both files are available in directory Auditkit97/2execute/Reports
The latter approach is much simpler and thus preferred.
2.6 Imported PC viruses
With multiple auditors working on their own PCs there is a significant risk of importing viruses. It may affect your personal PC (and delay your audit process) as well infect the SIEP network upon your return in The Hague. The latter has already occurred several times. As such, extreme caution is to be taken, especially at the beginning of audits (when the report contributions from team members are first presented). Some simple precautions are required as follows:
· Give a preformatted SIEP floppy to each of the team members (preferably with a copy of the Empty.doc file on it). Insist that all contributions will be delivered to you on this floppy.
· Virus check the individual floppies when these are first presented to you. This will ensure that the PCs of the team members are at least virus-free up to that moment. It is unlikely that they will attract viruses after that time as the team members will have little time to play with bootleg software until the audit is finished.
2.7 Style-in-use display
When editing the final draft report it is useful to have a permanent on-screen display of the various styles used in the report (rather than working your way down through the report with the mouse or cursor). You can switch-on a special WFW feature via the menu options TOOLS, OPTIONS, VIEW.and then specify the "Style area width". Suggest you use 1.5 cm as a first try. Once the feature is selected, you can modify the width with the mouse (click/drag).
2.8 Audit.dic file
There are many oil industry words which cannot be found in the standard WFW English dictionaries (UK or US). A number of these words are provided in the Audit.dic file which should be installed in directory C:\Program Files\Common Files\Microsoft Shared\Proof. When commencing the spelling checking ensure that the Audit.dic file is selected via menu options TOOLS, OPTIONS, SPELLING & GRAMMAR.
2.9 Glossary of terms
Producing the audit report Glossary of Terms (Appendix 1) still appears a painstaking task for some of the less WFW proficient users. However, with some manipulation of the WFW Spellchecker dictionaries, one can produce a Glossary of Terms with little effort. The procedure is as follows:
· Before spellchecking the report select the audit.dic file via the menu options TOOLS, OPTIONS, SPELLING. Whilst at this point use the 'Add' button to create a new *.dic which will be used to hold the report abbreviations. Use a filename which reflect the audit type/location (e.g. Egypt.dic). The Egypt.dic file will be of temporary use only and it is recommended to delete it from C:\WINDOWS\MSAPPS\PROOF upon finalising the audit.
· Initiate the spellchecker and check if the Audit.dic and the Egypt.dic files are available (click the ‘Add’ button). Progress the spellchecker through the report and add all abbreviations encountered to the Egypt.dic file.
· Upon completing the spelling check open the Egypt.dic file in WFW. If you cannot find it, please remember it is a *.dic text file and not a WFW *.doc file (specify correct file type). Copy the file contents and paste it into the report in Appendix 3. You can now edit the list (e.g. remove word ESDVs if ESDV is already there) and add the respective text. Refer to Rptmplt.doc for a formatting example.
2.10 First occurance checking
Yet another cumbersome task which can be considerably simplified with a macro (Macro2). It is particularly useful to use the WFW shortcut keys for menu functions FIND (Cntrl+F) and PASTE (Cntrl+V). Refer to Macro.doc for detailed instructions.
2.11 Electronic editing
The team editing effort can be simplified considerably (with beter editing results) by using an electronic template, linked to a PC, on top of the Viewgraph Projector. Most Opcos now have these templates available, it is useful to warn the Opco in advance that these will be required for the audit. Get the local PC support function to set-up and test the gizmo with one of the PCs used by the audit team. The PC screen resolution usually require resetting to 640x480.
The Century Schoolbook Size 12 text is too small to be legible on the projection screen i.e. before editing increase the size as follows: