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Advanced Organization Audit

Access this form with Administrative user rights using Security>Manage Audit Trails>Advanced Organization Audit. It is only available if the Advanced Security module is installed.

Use this form to view changes that were made by the Administrator to the organization’s Maintain, Organization, and Security menu forms. This form provides detailed information showing what information was added, what was changed (displaying both before and after), who made the change, when the change was made, and so forth for each of the record types selected.

The Advanced Organization Audit displays several items differently than what was originally entered, such as, the value is rounded for the Maintain>Payroll - Employee Equivalent Hourly Rate for calculations; Hourly Rate and Equivalent Hourly Rate are the same.

The Advanced Organization Audit displays several items differently than what was originally entered, such as, the Percent column, 100% displays as 1, and 50% displays as .5.

The Advanced Organization Audit displays several items differently than what was originally entered, such as, if a date was not entered in a field, the system displays the word Null.

We recommend using the Advanced Organization Audit with the Full Version of Microsoft SQL Server installed on your Server machine. Otherwise, slow performance issues can occur when Microsoft SQL Server Express is installed on your Server machine.

 

Filters: The filter is for display purposes only; it simply allows you to limit which items are displayed in the Available Items table.

  • Available Filter, Selected Filter: Select an item in the Available Filter column, and click the Mover ( > ) to move it to the Selected Filter column. Once an item is in the Selected Filter column, set up its filtering criteria. Then, the table is limited to the data that falls within the designated filter criteria. Your choices for filtering items are: Date, User ID, Message, and Message Type.
  • Compares To: Select an operator from the drop-down list. The operator compares the value in the Selected Filter column with the values in Criteria 1 and Criteria 2 to determine which items are displayed in the Available Items table.
  • Criteria 1: Enter a value to compare with the item in the Selected Filter column. When using Like or Not Like, you can use "%" to represent any number of characters.
  • Criteria 2: Enter a value for the end of a range if the Compares To column contains the Between or Not Between operators.

Available Items Table: Records are initially sorted on the first data column in ascending order. However, records can be sorted based on any column by clicking on the column heading. To

  • Records per Page: Select how many items per page to display using the Records per Page drop-down list. You can view items in the table in increments of 10, 25, 50, 100, 250, 500, or 1000. The default setting for the Records per Page drop-down list was selected using the Options>Customize Workstation Settings>Preferences tab.
  • Date: The system displays the date and time the activity was logged. The date is formatted as M/D/YYYY and the time is formatted as HH:MM:SS uppercase AM or PM.
  • Record Type: The system displays the name of the form where the change occurred, (if hyphenated, the name of the Tab displays), such as Set up Advanced Organization Audit or Customer - Shipping Address.
  • Record ID: The system displays the identity of the record that was changed, such as, Customer, ABC or AAA.
  • Action: The system displays a code, indicating the type of action that occurred. There are three message types: Add (a new entry), Edit (change made to an existing record), and Delete (removal of an existing entry).
  • User ID: The system displays the user who performed the activity, such as, NPSUser. Note that User ID MIP Administrator (on premise) or {database}_{tenant}_Admin (MIP Cloud), identifies when there are system processes that occurred using the system authentication. Also, on rare occasions, these identifiers will appear after performing an activity with your permission using the system authentication, such as database updates and data work.
  • Field Name: The system displays the name of the field where the change occurred, such as, Enable Audit or Shipping Phone.
  • Old Value: The system displays the data that was in the field before it was added or changed, such as, Disabled or (817) 555-2222 Ext. Note that a blank field displays when a new entry is added or when an existing data field was intentionally left blank.
  • New Value: The system displays the data that was in the field after it was added or changed, such as, Enabled or (254) 555-2222. Note that a blank field displays when an existing entry is deleted or when a new data entry field was intentionally left blank.
  • Associated Record ID: The system displays the secondary column associated to the Record ID that was changed, such as, <Billing> AAA (Shipping Address Code and Customer ID) or <PostOffice> S (Address Code and Address Code Type). Note that a blank field displays when there is no association for the Record ID.
    For example, if you have selected Address Codes to be audited and later your organization moves. When the NPS User updates your organization address information (Organization>Organization Information - Address Tab), the Advanced Organization Audit will display the following:

    The Associated Record ID column displays <Main> SB and references the <Main> Record ID column, since the changes were made to the organization’s main address on the Address Tab.
  • Source: The system displays where the activity was performed. For example,
    • If a user logged into any module in the MIP system, one of the following displays: Administration, Accounting, or Payroll.
    • If information was imported into the MIP system, Import displays.
    • If a user connected directly to the database on the SQL Server, Other displays.
  • Workstation: The system displays the name of the workstation used to perform the activity, such as, NPSSERVR.
  • This form is designed to give you the most complete auditing details. To print the data entered on this form but in an organized way to fit your needs, use Reports>Lists>Advanced Organization Audit.
  • When filtering data, select Operators to determine which data to display. Also, view a list of Filter Examples that are useful throughout the system and examples of How to Use Wildcards characters with Like and Not Like.
  • In the Available Items table, you can sort the data based on any column. Simply double-click on a column heading to sort according to that column.
  • The sorting functionality is only for table display and does not affect printing. Print uses the data from the database and is therefore not reflective of how the items were sorted.
  • To save your form settings—the size and/or position of a form or the width or order of columns, select Save Form Layout using Options>Customize Workstation Settings. Then the next time you open the form, it is the same size and position when you last opened it.
  • You may find the information on this form useful if you are troubleshooting data problems, and your auditor may find this feature useful, since it provides a history of activity in the organization.
  • When setting up security for users (Security>Set Up Organization Menus), we recommend you limit access to this form to include only system administrator-type users.
  • For larger organizations with many records, you may want to clear the "Use Drop-Down List on Find Forms" using the Options>Customize Workstation Settings>Preferences tab. By doing so, it eliminates the time it takes to load this form.