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Sunil Yalala

Sunil Yalala

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(blue star) User Story

User Story #1 : As an auditor, I would like to conduct audits on company standard protocols

User Story #2 : As an inspector, I would like to inspect equipment's and processes regularly making sure their are complaint to required standard.

👥 What am I doing now ?

I have paper / spreadsheet based audit / Inspection checklist I would fill out simultaneously while conducting audit / inspection. But there is no way to assign action plans for the findings or observations during the process and have to manually follow up.

📖 App Capabilities

  1. Ability to create a Library of questions and protocols

  2. Ability to create new Inspections / Audits with few clicks and with an option for recurrence.

  3. Setting alerts & reminders for auditors/inspections for timely completion

  4. Easier way to track the current status of any Audit / Inspection

  5. Ability to create Adhoc audit without protocol and only with findings.

🤩 Niche Features

  1. Imports feature to import questions from spreadsheet for creating questions library.

  2. Mobile friendliness while conducting online/offline audits/inspections.

  3. Scoring system based on responses against each questionnaire

  4. Print friendly report with all audit/inspection details.

  5. Copying an existing Audit/Inspection without copying results.

🚶‍♂️ Walkthroughs:

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titleBasic Walkthrough

Conducting Audit/Inspection

  1. Once you login to site, click on the Audit Management Icon on the homepage

  2. You would land on to a page that has the scheduled audits, click on the appropriate audit/inspection

  3. System would land you on to the questionnaire page, where you see all the inspection checklist or audit questionnaires

  4. Use the response dropdown against each of the to provide your response.

  5. In case of a non-preferred answer, system would ask you to create finding, click on the red icon to open up the findings screen

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  6. Fill out the form and save it, system does gives you an option to create an Action Item for the finding too.

  7. In case you need to create an action item for a finding, then respond to the question “Create Action Item” in the finding screen, then fill out the action item form and save the whole form.

  8. Now the red icon will be green indicating that finding step is complete.

Expand
titleAdvanced Walkthrough

Before we move on to creating audits or inspections, We would cover we would have to understand the common classification we have for questions, protocols & audits. This classification is Corporate and Site

Corporate : When an entity is supposed to be used across whole organization , then it needs to be classified as Corporate type.

Site : When an entity is supposed to be used in specific facilities of an organization , then it needs to be classified as Site type.

E.g. ISO Audit questions apply to all locations, so we mark it as “Corporate” type but Forklift audit question does not apply to corporate offices, as it is specific to few types of facilities. So we classify it as “Site”.

Now we can move on to the two major steps whose outcome would be used to create audits/inspection. These are

  1. Uploading Questions

  2. Grouping these questions in Protocol

These steps can only be performed specific users (Admins)

Uploading Questions

  1. Once logged in, click on the “Modules > Audit Management > Manage Audit Questions”

  2. Click on New button, this will open up Questions form. Fill out the initial form and hit save button.

  3. Once initial form of the question is saved, click on the Responses tab and fill out the responses for the question and their type. Once filled, click on the save button.

Grouping questions into Protocol

  1. Click on the “Modules > Audit Management > Manage Audit Protocols”

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  2. Click on “New”, fill out the form and click “Save” button.

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  3. Then click on “Question Sections”, click on “New” button to open up form that will let you select the questions section / question that you created in previous step.

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    Note : System will automatically pull all the questions under the selected question category

  4. New questions can we added, sequenced or existing questions can be removed.

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Now that we have setup questions and protocols, we can create Audit/Inspection Program

Creating a Audit/Inspection with Basic Setup

  1. Make sure you are on a location/facility in navigator and click on Audit Management icon in home

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  2. Click on “New” button, this will open up the form in “Basic Setup” , select the protocol you created or any other existing protocol and click on “Perform Audit” button.

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    This would land you on to the questionnaire page, you can select the “Manage Audits” from breadcrumb to go back to the list screen.

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Creating a Audit/Inspection with Advanced Setup

  1. Make sure you are on a location/facility in navigator and click on Audit Management icon in home

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  2. Click on “New” button, this will open up the form in “Basic Setup” , now select the “Advanced Setup” option

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  3. Make sure you are on a location/facility in navigator and click on Audit Management icon in home

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  4. Click on “New” button, this will open up the form in “Basic Setup” , select the protocol you created or any other existing protocol and click on “Perform Audit” button.

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  5. This would open up additional questions such as type of audit/inspection, recurrences and advanced details section. Once filled, click on “Save and Next”.

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  6. Add new status to the Audit/inspection incase your organization has any other status other than “Audit Scheduled” and “Audit Closed”

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    Once added, click on “Save and Next”, this will open up Lead Auditor/Team Member section. Select the lead and members and then click on “Save and Next”

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    Now you would land on to the notifications section , where you can setup alerts and reminders for the audit.

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    This would complete the steps of creating audit/inspection with advanced mode.

Copying existing Audit/Inspection

  1. System gives an option to copy an existing audit/inspection instance, without copying the responses of the question.

  2. Click on the audit/inspection that you need to make a copy of and then click on “Copy” button.

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    This would create a copy of the existing program without copying responses/results from original program.

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    Click on the copied program Audit ID, click on the Audit Setup Tab > Program Details , this will open up the program details. You can rename the program if needed and click on save button.

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🔩 Field Details and Configurability