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
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:
Conducting Audit/Inspection
Once you login to site, click on the Audit Management Icon on the homepage
You would land on to a page that has the scheduled audits, click on the appropriate audit/inspection
System would land you on to the questionnaire page, where you see all the inspection checklist or audit questionnaires
Use the response dropdown against each of the to provide your response.
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
Fill out the form and save it, system does gives you an option to create an Action Item for the finding too.
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.
Now the red icon will be green indicating that finding step is complete.
Repeat the same for rest of the questions.
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
Uploading Questions
Grouping these questions in Protocol
These steps can only be performed specific users (Admins)
Uploading Questions
Once logged in, click on the “Modules > Audit Management > Manage Audit Questions”
Click on New button, this will open up Questions form. Fill out the initial form and hit save button.
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
Click on the “Modules > Audit Management > Manage Audit Protocols”
Click on “New”, fill out the form and click “Save” button.
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.
Note : System will automatically pull all the questions under the selected question category
New questions can we added, sequenced or existing questions can be removed.
Now that we have setup questions and protocols, we can create Audit/Inspection Program
Creating a Audit/Inspection with Basic Setup
Make sure you are on a location/facility in navigator and click on Audit Management icon in home
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.
This would land you on to the questionnaire page, you can select the “Manage Audits” from breadcrumb to go back to the list screen.
Creating a Audit/Inspection with Advanced Setup
Make sure you are on a location/facility in navigator and click on Audit Management icon in home
Click on “New” button, this will open up the form in “Basic Setup” , now select the “Advanced Setup” option
Make sure you are on a location/facility in navigator and click on Audit Management icon in home
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.
This would open up additional questions such as type of audit/inspection, recurrences and advanced details section. Once filled, click on “Save and Next”.
Add new status to the Audit/inspection incase your organization has any other status other than “Audit Scheduled” and “Audit Closed”
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”
Now you would land on to the notifications section , where you can setup alerts and reminders for the audit.
This would complete the steps of creating audit/inspection with advanced mode.
Copying existing Audit/Inspection
System gives an option to copy an existing audit/inspection instance, without copying the responses of the question.
Click on the audit/inspection that you need to make a copy of and then click on “Copy” button.
This would create a copy of the existing program without copying responses/results from original program.
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.
🔩 Field Details and Configurability
Section | Field Name | Description | Field Type | Dependency | Configuration Details |
Audit Program Details | Schedule Audit With | 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. | Radio button | No |
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Select Audit template | The picklist Select Audit Template is to be displayed only when the user selects Use Audit Template | Picklist | Yes. Based on selection of "Use Audit Template" this field is to be displayed |
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Type | Allows users to select the type of audit | Radio Button | Based on template selection this fields and all subsequent fields below is t be populated |
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Name of Audit Program | Captures the name to be given to the audit program | Text Box | No |
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Audit Program Start Date | Signifies start date of the audit program | Date Picker | No |
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Audit Program End Date | Signifies end date of the audit program | Date Picker | No |
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Sub-Type | Allows users to select the sub-type of audit as either Department, Asset, Contractor and Employee. | Radio Button | Displayed only when audit type is site |
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Asset(s) | Allows users to select the assets | Picklist | Assets are displayed based on the locations selected |
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Contractor | Allows users to select the Contractor | Auto Search | Contractor are displayed based on location scope |
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Department(s) | Allows users to select the departments | Picklist | Departments are displayed based on the locations selected |
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Employee(s) | Allows users to select the employees | Picklist | Employees are displayed based on the locations selected. |
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Recurring Audit | Allows users to select whether the audit is recurring or non recurring | Radio Button | No |
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Recurrence Pattern | Allows users to select the recurrence pattern. Daily Weekly monthly or yearly | Radio Button | yes |
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Repeat Until | Allows users to select the repeat until. Default is on No End Date. | Radio Button | yes |
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Recurrence Summary | This is not a label but a summary display of the recurrence pattern | NA | yes |
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Protocol Driven | Captures whether the audit is protocol driven or not | Radio Button | No |
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Select Protocol | If the audit is protocol driven this field allows to choose the protocol | picklist | 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 | Captures the type/category of the Audit | DDWW | Yes. Based on the protocol selection the audit program type will get autopopulated. |
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Lead Auditor(s) | Captures the Lead Auditor(s) for Site Audit | picklist | Visible only if the Audit Type is Site |
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Audit Team Member(s) | Captures the Audit Team Member(s) for Site Audit | picklist | Visible only if the Audit Type is Site |
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Contact/Responsible Person(s) | Captures contact person information for the site audits | Picklist - Multi | Yes, On Site Audit |
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Audit Category | Captures the Audit Category | DDWW | 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 | Displays the list of audit areas to be audited based on audit category. | Selection Box | Displayed if Protocol Driven field is Yes. |
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Select Location | Allows the user to select the location of audit | Picklist | No |
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Automatically Set Program Status As "Audit Closed" When Questionnaire Is Complete | User can automatically set program status as closed | Radio Button | No |
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Additional Details | Who Is This Audit For? |
| Radio Button | Yes, On "Sub Type", if Department is selected |
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Employee(s) Involved |
| Picklist | Yes, On "Who is this audit for?" if Employee is selected |
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Contractor(s) Involved |
| Picklist | Yes, On "Who is this audit for?" if Contractor is selected |
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Subcontractor(s) Involved |
| Text Box | Yes, On "Who is this audit for?" if Contractor is selected |
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Advanced Details | Enable Security | Radio button used to choose the type of security | Radio Buttons | No |
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Require Action Items To Be Verified | If answered yes this field would make it mandatory to verify action items | Radio Buttons | No |
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Create Findings while responding Audit Questions | If the response to the field is at yes then the finding icon would be displayed in the questionnaire | Radio Buttons | Displayed only for protocol audits. |
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Require Root Cause Analysis for Findings | If the response to the field is at Yes then the root cause icon will be displayed in the questionnaire. | Radio Buttons | 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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Enable Inter Location Audit Findings Applicability Review for this audit(Read Across Findings)? | Based on the election in this field the read across findings field and buttons in the findings details page will be anbled | Radio Button | No |
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Close Findings When All Action Items Are Closed | If answered yes the findings will be closed once action items associated with that finding are closed | Radio Buttons | No |
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Perform Risk Assessment To Determine If Action Item Is Required | If answered Yes, Risk Assessment will enable in Finding Detail to determine if Action Item is required. | Radio Buttons | No |
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Enforce Question Comment If Response Type Is | Option is provided for Admin to enforce comment for applicable program | Check Box | No |
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Is this an Attorney Client Priviledged Audit |
| Radio Buttons | No |
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Description | Short description of the Audit program | Text Box | No |
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Status | Signifies the current status of the Audit | DDWW | No |
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Program Status Setup | Name | Captures the name of the status of audit during the entire lifecycle of the audit | DDWW | No |
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Select user | 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 | Picklist | No |
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Status | Captures the current status of the corresponding status | DDWW | No |
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Sequence | User can set the sequence of the status of audit |
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Audit Program Security | Name | Signifies roles associated with Corporate Audits Module | DDWW | If Response to "Enable security" field is "Program Level", then this tab would show up |
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Select User | Users selected to give particular permissions | Picklist | If Response to "Enable security" field is "Program Level", then this tab would show up |
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Lead Auditor/Team Member | Select Location | One or more locations at which the audit is to be done | Picklist | No |
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Select Type of Auditor | Captures the role of the Auditor | DDWW | No |
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Select Lead Auditor/Select Audit Team Member | Employees to be assigned to the role selected in the above field. | Selection list | No |
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Notification Setup | Type | Capture the type of Notification - Event, Audit Alert, Audit Reminder, Finding Alert and Finding Reminder. | DDWW |
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Notification Set Name | Name given to a set of new notifications | Text Box |
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Event Notifications | Status | Current status of the notification set | DDWW |
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Event | One or more events which will trigger the notifications | Labels |
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Status of Event | Current status of the event | Picklist |
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Immediate Notification | Captures names of users who will get immediate notifications once the corresponding status changes or is reached. | Picklist |
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Daily Notification | Captures names of users who will get Daily notifications once the corresponding status changes or is reached. | Picklist |
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Alerts/Reminders | First Alert/Reminder Date <> After/Before <> | This field would capture the logic when the notification would trigger | Composite Dropdown | No |
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Notify Every <> Until/After <> | This field would capture the repeat patter logic for the notification | Composite Dropdown | No |
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Notify | This field would capture who should be notified | Multi-Choice | No |
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Selected Users for Notification | This field would give users to select from user from user picklist in addition to Notify | Picklist | No |
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Notify Others | This field would give users to specify user mail Id's for notification | Textbox | No |
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Audit Attachment | Title | Title to be given to the attachment | Text Box |
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Uploaded by | User who uploaded the attachment | Text Box |
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Date Uploaded | Date of upload | Attachment |
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Modified By | User who modified the attachment recently | Text Box |
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Modified Date | Date of Modified | Text Box |
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Description | Short description of the attachment | Text Area |
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