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Guide: Workplace Inspection

The program can accommodate an Inspection checklist 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 inspection 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 programs this is referred to as an Inspection 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 inspection is conducted, the Result chosen for each check has a corresponding Score which is totalled in a report (as described below).
  3. If you haven't already recorded the Inspection Tool, use the Inspection Tools form to record the Inspection Tool with its corresponding headings and the checks under each heading. (You can have several different Inspection Tools to suit different types of inspection).
  4. Record the inspection on the Inspections form and specify the Inspection Tool and the Check Results Set to be used.
  5. Then either:
    1. undertake the inspection on the computer, entering the results directly into the program via the Inspection Checks form,
    2. or undertake the inspection using a paper inspection checklist before recording it on the computer:
      1. Print out an Inspection Checklist for the inspection.
      2. Use the printed Inspection Checklist to conduct the inspection - filling in the document by hand.
      3. If required, scan the Inspection Checklist (with the handwritten results) to a pdf file then put the pdf file on your server and use the Documents tab of the Inspections form to link the program inspection 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 Inspections form.
      4. If you wish, use the Inspection 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 Inspections form, record the conclusions and recommendations.
  7. On the Inspection Corrective Actions form record any required corrective actions.
  8. From the Main Menu open the report generation dialog for the "Inspections - Details of One" report, select the inspection, click the All button to include all report sections, and click the Print button to produce three reports which will detail your inspection. (You can also open the report generation dialog via the Quick Report button on the Inspections form or the Inspection Checks form).

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