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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
Ability to create a Library of questions and protocols
Ability to create new Inspections / Audits with few clicks and with an option for recurrence.
Setting alerts & reminders for auditors/inspections for timely completion
Easier way to track the current status of any Audit / Inspection
Ability to create Adhoc audit without protocol and only with findings.
🤩 Niche Features
Imports feature to import questions from spreadsheet for creating questions library.
Mobile friendliness while conducting online/offline audits/inspections.
Scoring system based on responses against each questionnaire
Print friendly report with all audit/inspection details.
Copying an existing Audit/Inspection without copying results.
🚶♂️ Walkthroughs:
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Conducting Audit/Inspection
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Before we move on to creating audits or inspections, 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
These steps can only be performed specific users (Admins) Uploading Questions
Grouping questions into Protocol
Now that we have setup questions and protocols, we can create Audit/Inspection Program Creating a Audit/Inspection with Basic Setup
Creating a Audit/Inspection with Advanced Setup
Copying existing Audit/Inspection
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🔩 Field Details and Configurability
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Section
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Field Name
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Description
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Field Type
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Dependency
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Configuration Details
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Audit Program Details
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Schedule Audit With
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This field allows user to choose whether he wants to create a new audit or whether he wants to select a predefined template for creating an audit.
Based on custom setting the user will see the basic audit feature
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Radio button
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No
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Select Audit template
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The picklist Select Audit Template is to be displayed only when the user selects Use Audit Template
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Picklist
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Yes. Based on selection of "Use Audit Template" this field is to be displayed
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Type
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Allows users to select the type of audit
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Radio Button
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Based on template selection this fields and all subsequent fields below is t be populated
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Name of Audit Program
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Captures the name to be given to the audit program
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Text Box
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No
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Audit Program Start Date
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Signifies start date of the audit program
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Date Picker
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No
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Supports Show/Hide for time fields
Supports default value
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Audit Program End Date
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Signifies end date of the audit program
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Date Picker
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No
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Supports Show/Hide for time fields
Supports default value
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Sub-Type
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Allows users to select the sub-type of audit as either Department, Asset, Contractor and Employee.
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Radio Button
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Displayed only when audit type is site
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Asset(s)
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Allows users to select the assets
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Picklist
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Assets are displayed based on the locations selected
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Supports Show/Hide
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Contractor
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Allows users to select the Contractor
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Auto Search
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Contractor are displayed based on location scope
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Supports Show/Hide
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Department(s)
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Allows users to select the departments
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Picklist
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Departments are displayed based on the locations selected
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Supports Show/Hide
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Employee(s)
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Allows users to select the employees
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Picklist
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Employees are displayed based on the locations selected.
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Supports Show/Hide
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Recurring Audit
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Allows users to select whether the audit is recurring or non recurring
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Radio Button
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No
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Recurrence Pattern
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Allows users to select the recurrence pattern. Daily Weekly monthly or yearly
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Radio Button
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yes
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Repeat Until
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Allows users to select the repeat until. Default is on No End Date.
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Radio Button
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yes
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Recurrence Summary
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This is not a label but a summary display of the recurrence pattern
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NA
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yes
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Protocol Driven
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Captures whether the audit is protocol driven or not
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Radio Button
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No
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Suppot Default Value
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Select Protocol
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If the audit is protocol driven this field allows to choose the protocol
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picklist
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Select Protocol is dependent on Protocol Driven field, i.e., this will be display only when protocol driven selected as 'Yes'
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Audit Program Type
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Captures the type/category of the Audit
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DDWW
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Yes. Based on the protocol selection the audit program type will get autopopulated.
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Supports Show/Hide
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Lead Auditor(s)
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Captures the Lead Auditor(s) for Site Audit
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picklist
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Visible only if the Audit Type is Site
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Audit Team Member(s)
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Captures the Audit Team Member(s) for Site Audit
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picklist
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Visible only if the Audit Type is Site
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Contact/Responsible Person(s)
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Captures contact person information for the site audits
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Picklist - Multi
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Yes, On Site Audit
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Supports Show/Hide
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Audit Category
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Captures the Audit Category
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DDWW
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Audit Category is dependent on Protocol Driven field, i.e., this will be display only when protocol driven selected as 'No'
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Audit Area To Be Audited
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Displays the list of audit areas to be audited based on audit category.
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Selection Box
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Displayed if Protocol Driven field is Yes.
Values are auto-populated based on the Audit Category selected.
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Select Location
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Allows the user to select the location of audit
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Picklist
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No
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Automatically Set Program Status As "Audit Closed" When Questionnaire Is Complete
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User can automatically set program status as closed
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Radio Button
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No
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Supports Show/Hide
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Additional Details
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Who Is This Audit For?
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Radio Button
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Yes, On "Sub Type", if Department is selected
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Supports Show/Hide
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Employee(s) Involved
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Picklist
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Yes, On "Who is this audit for?" if Employee is selected
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Contractor(s) Involved
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Picklist
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Yes, On "Who is this audit for?" if Contractor is selected
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Subcontractor(s) Involved
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Text Box
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Yes, On "Who is this audit for?" if Contractor is selected
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Advanced Details
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Enable Security
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Radio button used to choose the type of security
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Radio Buttons
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No
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Suppot Default Value
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Require Action Items To Be Verified
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If answered yes this field would make it mandatory to verify action items
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Radio Buttons
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No
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Suppot Default Value
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Create Findings while responding Audit Questions
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If the response to the field is at yes then the finding icon would be displayed in the questionnaire
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Radio Buttons
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Displayed only for protocol audits.
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Supports Show/Hide
Suppot Default Value
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Require Root Cause Analysis for Findings
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If the response to the field is at Yes then the root cause icon will be displayed in the questionnaire.
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Radio Buttons
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if the response to the preceding field is at no then this field will be kept at no and made read only.
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Supports Show/Hide
Suppot Default Value
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Enable Inter Location Audit Findings Applicability Review for this audit(Read Across Findings)?
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Based on the election in this field the read across findings field and buttons in the findings details page will be anbled
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Radio Button
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No
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Supports Show/Hide
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Close Findings When All Action Items Are Closed
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If answered yes the findings will be closed once action items associated with that finding are closed
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Radio Buttons
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No
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Suppot Default Value
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Perform Risk Assessment To Determine If Action Item Is Required
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If answered Yes, Risk Assessment will enable in Finding Detail to determine if Action Item is required.
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Radio Buttons
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No
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Supports Show/Hide
Suppot Default Value
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Enforce Question Comment If Response Type Is
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Option is provided for Admin to enforce comment for applicable program
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Check Box
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No
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Supports Show/Hide
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Is this an Attorney Client Priviledged Audit
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Radio Buttons
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No
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Supports Show/Hide
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Description
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Short description of the Audit program
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Text Box
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No
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Status
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Signifies the current status of the Audit
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DDWW
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No
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Program Status Setup
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Name
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Captures the name of the status of audit during the entire lifecycle of the audit
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DDWW
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No
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Select user
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Captures who all can change the status of the Audit. The values in the picklist will be displayed as per the permissions. Only if the user has permission for a type of audit will he be visible in this picklist
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Picklist
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No
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Status
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Captures the current status of the corresponding status
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DDWW
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No
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Sequence
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User can set the sequence of the status of audit
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No
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Audit Program Security
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Name
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Signifies roles associated with Corporate Audits Module
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DDWW
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If Response to "Enable security" field is "Program Level", then this tab would show up
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Select User
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Users selected to give particular permissions
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Picklist
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If Response to "Enable security" field is "Program Level", then this tab would show up
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Lead Auditor/Team Member
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Select Location
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One or more locations at which the audit is to be done
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Picklist
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No
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Select Type of Auditor
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Captures the role of the Auditor
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DDWW
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No
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Select Lead Auditor/Select Audit Team Member
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Employees to be assigned to the role selected in the above field.
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Selection list
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No
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Notification Setup
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Type
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Capture the type of Notification - Event, Audit Alert, Audit Reminder, Finding Alert and Finding Reminder.
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DDWW
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Notification Set Name
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Name given to a set of new notifications
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Text Box
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Event Notifications
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Status
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Current status of the notification set
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DDWW
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Event
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One or more events which will trigger the notifications
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Labels
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Status of Event
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Current status of the event
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Picklist
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Immediate Notification
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Captures names of users who will get immediate notifications once the corresponding status changes or is reached.
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Picklist
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Daily Notification
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Captures names of users who will get Daily notifications once the corresponding status changes or is reached.
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Picklist
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Alerts/Reminders
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First Alert/Reminder Date <> After/Before <>
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This field would capture the logic when the notification would trigger
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Composite Dropdown
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No
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Notify Every <> Until/After <>
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This field would capture the repeat patter logic for the notification
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Composite Dropdown
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No
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Notify
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This field would capture who should be notified
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Multi-Choice
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No
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Selected Users for Notification
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This field would give users to select from user from user picklist in addition to Notify
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Picklist
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No
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Notify Others
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This field would give users to specify user mail Id's for notification
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Textbox
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No
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Audit Attachment
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Title
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Title to be given to the attachment
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Text Box
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Uploaded by
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User who uploaded the attachment
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Text Box
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Date Uploaded
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Date of upload
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Attachment
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Modified By
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User who modified the attachment recently
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Text Box
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Modified Date
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Date of Modified
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Text Box
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Description
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Short description of the attachment
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Text Area
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