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Guide: Workplace Audit

The program can accommodate an Audit checklist (or "question set") that is either a simple list with no grouping, or has groupings (headings) up to three deep.

i.e. You can have the following structure of headings (with your own text of course) with checks listed under them.

Example 0 (NO headings):

  • check 1
  • check 2
  • check 3, etc

Example 1 (one level of headings):

  • heading 1
    • check 1.1
    • check 1.2
    • check 1.3, etc
  • heading 2
  • heading 3, etc

Example 2 (two levels of headings):

  • heading 1
    • sub-heading 1.1
      • check 1.1.1
      • check 1.1.2
      • check 1.1.3, etc
    • sub-heading 1.2
  • heading 2
    • sub-heading 2.1
    • sub-heading 2.2
    • sub-heading 2.3, etc

Example 3 (three levels of headings):

  • heading 1
    • sub-heading 1.1
      • sub-heading 1.1.1
        • check
        • check
        • check, etc
      • sub-heading 1.1.2
    • sub-heading 1.2
      • sub-heading 1.2.1
      • sub-heading 1.2.2
  • heading 2
    • sub-heading 2.1
      • sub-heading 2.1.1
      • sub-heading 2.1.2, etc

In order to use the program for an audit you would:

  1. Make up a list of checks that are to be undertaken (optionally grouped under headings up to three deep as noted above). In the program this is referred to as an Audit Tool.
  2. If you haven't already done so, record a corresponding Check Result Set via the Pick-Lists form. (e.g. You could have a Check Result Set called "Yes/No" which has just two options: "Yes" and "No". You could have another called "Two positive; two negative" with four options: "Strongly Agree", "Agree", "Disagree", "Strongly Disagree"). Note that, when an audit is conducted, the Result chosen for each check/question has a corresponding Score which is totalled in a report (as described below).
  3. If you haven't already recorded the Audit Tool, use the Audit Tools form to record the Audit Tool with its corresponding headings and the checks/questions under each heading. (You can have several different Audit Tools to suit different types of audit).
  4. Record the audit on the Audits form and specify the Audit Tool and the Check Results Set to be used.
  5. Then either:
    1. undertake the audit on the computer, entering the results directly into the program via the Audit Checks form,
    2. or undertake the audit using a paper audit checklist before recording it on the computer:
      1. Print out an Audit Checklist for the audit .
      2. Use the printed Audit Checklist to conduct the audit - filling in the document by hand.
      3. If required, scan the Audit Checklist (with the handwritten results) to a pdf file then put the pdf file on your server and use the Documents tab of the Audits form to link the program audit record to it. This will allow anyone (with permissions over the folder that holds the pdf file) to open and view the file in future via the lookup button on the Documents tab of the program Audits form.
      4. If you wish, use the Audit Checks form to enter each individual check result into the program. (This allows you to print a report which presents a count of checks done, the maximum possible score, and the actual score achieved).
  6. On the Audits form, record the conclusions and recommendations.
  7. On the Audit Corrective Actions form record any required corrective actions.
  8. From the Main Menu open the report generation dialog for the "Audits - Details of One" report, select the audit, click the All button to include all report sections, and click the Print button to produce three reports which will detail your audit. (You can also open the report generation dialog via the Quick Report button on the Audits form or the Audit Checks form).

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