Add a Site Audit Record
Note: Site Audits are used for carrying out Audits for a specific Site. Site Audit Programmes must be set up first before a Site Audit Record can be created. Click here to access the article on setting up a Site Audit Programme
Site Audit Records can be raised in three ways:
1) Add a new Record via the 'Add Audit' button in the main Auditing module page,
2) Add a new Record directly from an Auditing Programme via the 'Actions>Add Record' button,
3) Create an Audit Record automatically, at specified frequencies, via an Audit Scheduler.
All three of these methods are explained in detail here.
Stages of the Site Audit Record
After creating your Site Audit Record, the Audit Planning workflow stage will open. The Audit Planning workflow stage must be completed, and saved and submitted before the next workflow stage will become accessible. The other workflow stage will remain greyed out and inaccessible until the 'Save & Submit' button has been clicked for the workflow stage before it.
See below how to complete the two workflow stages of the Site Audit Record:
Although an Audit Programme needs to be created in order to complete a Site Audit, as it will hold key Audit requirements such as the Checklist and Rating selections, the particulars of the Site Audit need to be specified for each Record. This is done in the first stage called ‘Audit Planning’.
The only sections in the Site Audit's 'Audit Planning' workflow stage that are pre-populated for you is the Date (which you can change if needed), the Site (not an editable field - this comes directly from the Auditing Programme), High Care/High Risk responses and the responses for Key Audit Personnel and Site Attendance presence, as well as the attached Procedure/Record. The rest of the sections in the workflow stage need to be completed manually.
Image: Blank 'Audit Planning' Workflow Stage with Pre-Populated Fields
1.1. Define the Audit Plan Details
Image: 'Audit Planning' - Audit Details
1. Date: This is automatically populated with the date that the Site Audit Record has been created. If needed, you can use the Calendar icon to change the date.
Image: Re-selecting a Date
2. Site: This is a pre-populated field taken directly from the Site Audit Programme and cannot be edited at the Record stage. This is the Site that this Audit Record will be completed for.
3. Responsible: This is the person responsible for completing this Audit. You can select from Employees or Site Contacts. Click on the dropdown arrow to display the Employees and Contact's Master Data. Use the dropdown arrows to expand the required folders and source the Responsible. You should then click on their name until a gray background appears and click 'Select' to add them to the Programme. [Mandatory]
Image: Selecting the Responsible
4. Audit Programme: This is an open text field where you can give your Audit a specific name that can help you identify the exact type of the Audit, or use it to describe the nature of the Audit.
5. Audit Type: Click on the dropdown arrow to select what type of Audit this Record will outline. You can select from 'Initial Audit', 'Limited On-site', 'On-site Audit', 'Paper Audit', 'Questionnaire', 'Re-audit', 'Remote Audit', 'Scheduled', 'Technical Visit', 'Traceability Audit' or 'Other'. Click on the type and it will be added to the Record for you. If you choose 'Other', you can use the 'Scope of Audit' field below to specify. [Mandatory]
6. Scope of Audit: This is an open text field where you can define the Scope of the Audit. If 'Other' was selected for the 'Audit Type' above, you can add details about it here.
7. Exclusions from Audit: This is an open text where you can define what is excluded from the scope of the Audit. This may include areas that were not audited/were not planned to be audited at the time, etc.
1.2. Provide Information Regarding the Physical Site
Image: 'Audit Planning' - Site Information
1. Plant Size: Outline the physical size/area of the Plant.
2. Number of Employees: Specify the total number of Employees that work in this Site.
3. Number of Food Safety Plans: Specify the number of Food Safety Plans that this Site has and operates to.
4. Subcontracted Processes: Specify if the Site has subcontracted some of its processes to third parties - this can include parts of the production or packing processes, etc.
5. Major Changes Since Last Audit: Specify what has changed (if anything) since the last Audit was conducted for this Site.
6. Site Description: Provide a brief description of the Site and the nature of the business.
1.3. Provide Information Regarding the Products
Image: 'Audit Planning' - Product Information
1. Product Categories: Describe what Product Categories the Site produces or handles.
2. Finished Product Safety Rationale: Describe the grounds behind the Finished Product Safety Rationale for this Site.
3. High Care: Specify if the Site or the supplied Materials are High Care. This field is pre-populated with a 'Yes' response. Click on the dropdown arrow to select 'No'.
4. High Risk: Specify if the Site or the supplied Materials are High Risk. This field is pre-populated with a 'Yes' response. Click on the dropdown arrow to select 'No'.
Image: Selecting 'High Care' and 'High Risk' Responses
The BRCGS states that the aim of a high care area is to minimise the risk of pathogenic contamination, whereas the aim of a high risk area is to prevent the risk of pathogenic contamination.
5. Allergens Handled on Site: List any allergens that are used, handled and/or held on site. This can be allergens used directly in production or handled anywhere else on Site.
6. Product Claims Made e.g. Organic: State if there there any product claims associated with the Products, e.g., Organic, Halal, Kosher, Vegan, etc.
7. Product Recalls in the last 12 months: Specify if the Site has been involved in any product recalls during the last 12 months. If yes, you should add some details here. Additionally you should use the 'Actions' button to attach any relevant Documents or other attachments to support the given response.
8. Products in production at time of audit: List the Products that were in production at the time of the Audit.
1.4. Define Audit Attendance
Image: 'Audit Planning' - Attendance Information
1. Key Audit Personnel: Define Key Audit Personnel details [Mandatory]
2. Auditor Name: This is the name of the person(s) who is carrying out the Audit. Oftentimes, more than one Auditor will be completing a Site Audit. To select an Auditor, click on the dropdown arrow to display the Employee's and Contact's Master Data. Use the dropdown arrows to expand the required folders and source the Auditor. You should then click on their name until a gray background appears and click 'Select' to add them to the Programme.
Image: Select an Auditor in Attendance for 'Key Audit Personnel'
3. Auditor Number: This is an open text field where the Auditor number should be entered, if relevant.
4. Role: Click on the dropdown arrow to select a Role for the Auditor from the list. You can select from 'Auditor', 'Lead Auditor' or 'Observer'.
Image: Select a Role for 'Key Audit Personnel'
5. Opening Meeting, Site Inspection, Document Review, Closing Meeting: Define if the selected Auditor was present for each or some of the meetings. By default, 'Yes' is selected for each of these meetings. To change to 'No', click on the dropdown arrow and select as required.
6. Add Line: Click the 'Add Line' button to add more Auditors to the Key Audit Personnel list.
7. Remove Line: Click the red 'X' button to remove a line, and confirm your choice in the pop-up window. If you remove all of the lines in this section, you will not be able to 'Save' or 'Save&Submit' the Record as this is a mandatory field.
8. Site Attendance: Define other Attendees during the Audit [Mandatory if Line is not Deleted]
The open-text field Site Attendance section allows you to record names and positions not associated to the Safefood360° system. This is useful if there are people in attendance that are not currently added to your Employees or Contacts in Master Data, or if they are simply accompanying visitors for the Key Audit Personnel, such as personal assistants, trainees, etc., and will not need to be added to the system in the future.
If you do not wish to add any Site Attendees, you should remove the line completely by clicking the red 'x' button to remove line. If you keep a line that is not completed, you will not be able to save the workflow stage. This section becomes mandatory if the line is not deleted.
9. Person Name: This is an open text field where you can enter the name of the person in Attendance.
10. Position: This is an open text field where you can define the Position of the person entered in 'Person Name' field.
11. Opening Meeting, Site Inspection, Document Review, Closing Meeting: Define if the Person was present for each or some of the meetings. By default, 'Yes' is selected for each of these meetings. To change to 'No', click on the dropdown arrow and select as required.
12. Add Line: Click the 'Add Line' button to add more People to the Site Attendance list.
13. Remove Line: Click the red 'X' button to remove a line, and confirm your choice in the pop-up window.
You should remove all of the lines for 'Site Attendance' if you do not have any additions for this section and wish to 'Save&Submit' the workflow stage without any People added to the Site Attendance list. You will not be able to 'Save&Submit' the workflow stage if there is an empty line in the 'Site Attendance' section.
Image: Confirmation to Delete Line for 'Key Audit Personnel' and 'Site Attendance'
14. Procedure/Record: If a Document was attached in the Auditing Programme, it will be displayed here in the form of a blue, clickable hyperlink. Clicking the hyperlink will open a preview of the Document without having the exit the Audit Record.
Note: For Site Audit Records, the original name of the file uploaded to the Documents module is displayed, rather than the Document Title as entered in the Documents module.
Image: Document Name in the 'Procedure/Record' is the Original File Name
15. Save: Click the 'Save' button to save your progress - this will create the Site Audit Record and move it to the 'Actions' tab until it is completed. Clicking the 'Save' button will not cause a signature to be added to the Record.
16. Save&Submit: Click 'Save & Submit' when you are happy to close this workflow stage and move on to the next workflow stage of the Site Audit Record - 'Audit Record'. When you 'Save & Submit' a workflow stage, a signature is added and the stage is collapsed, allowing for the next workflow stage to open.
17. Cancel: Click the 'Cancel' button if you wish to discard your progress and return to the main Auditing module page. If the Record was not yet 'Saved' or 'Saved & Submitted', a new Record will not be created and all of your progress will be lost. If the Record was previously 'Saved' or 'Saved & Submitted', you will loose your progress, but the Record will remain in the 'Actions' tab.
Image: Completed 'Audit Planning' Workflow Stage after 'Save & Submit'
1. Signature: Once you click 'Save & Submit' closing a workflow stage, a signature is added each time.
2. Edit: To make further changes to this stage, click the 'Edit' button. Once you are happy with the changes made, click the 'Save & Submit' to save your changes. At this stage, you will be asked to enter a 'Reason for Change' which will be recorded in the Audit Log of the Record. Additionally, a second signature will be added and the workflow stage will be closed and collapsed.
3. Audit Record: The workflow stage can now be collapsed, with the following workflow stage now expanded.
Image: Workflow Stage in 'Edit' Mode - No 'Save' button (1), Reason for Change Requested (2), Second Signature Added (3)
Image: Pre-Populated 'Audit Record' Workflow Stage (Previous Stage Collapsed)
1. No.: The ‘No.’ section will be populated here if it was populated in the Checklist that was selected for this Audit, otherwise, it will be blank. This is not an editable field and the sequence of the checklist requirements cannot be changed at the Record level.
2. Requirement: This contains the Checklist requirements (questions) of your selected Checklist. This is not an editable field and the checklist requirements cannot be changed at the Record level.
3. Response: Click on the dropdown arrow to select a Response for each of the Checklist requirements. The Responses displayed will depend on the Responses set up in the Checklist itself and the Rating selected in the Site Audit Programme. If the dropdown responses are disabled for a line, this indicates that the Checklist row has been configured as a level, meaning it is only a heading or an instruction, and a Response is not required.
In the example above, No. 1, 1.1, 1.2 and 1.3 have been added as levels in the checklist, hence no response can be added for these lines.
4. Comments/Observations: This is an open text field. You can add any relevant comments and notes for the described Requirements, especially if there are any Nonconformance or Corrective Actions that need to be raised for this Requirement. The comments added here will be pulled into the 'Nonconformance & Corrective Action' workflow stage only if the 'Corrective Action' box will be ticked for this requirement.
5. Add File / Link: The Add File / Link column allows you to add multiple external files directly from your device or external and internal URL links. Simply click 'Add File' or 'Add Link' as many times as needed, and follow the onscreen instructions on how to add a File or add a Link. To remove a file or link, click the red 'X' button and confirm your choice in the pop-up window.
The files added to the Site Audit Record will remain only in the Record itself, they will not be added to any internal Safefood 360° Documents folder.
You can click on the file or link in the 'Audit Record' workflow at any time to preview it, even when the Record is completed and closed.
6. Corrective Action: If any of the Checklist Requirements require a Corrective Action, tick the box in the 'Corrective Action' column to allow the system to collect all of the Nonconformances for the next workflow stage.
If no Corrective Actions are required for the 'Audit Record' workflow, the 'Nonconformance & Corrective Action' workflow stage will open only with the Report section enabled.
Image: 'Nonconformance & Corrective Action' Workflow Stage Opened - No Corrective Actions Noted in Previous Stage
7. Split/Add Line: Click the ‘+’ button to split the Checklist Requirement into multiple lines. This function allows you to add separate Comments/Observations, Files and Corrective Actions for the same Checklist Requirement. This can be very useful in cases where multiple Corrective Actions/Nonconformances need to be raised for the same Checklist Requirement. If multiple lines were added to a requirement and the 'Corrective Action' box has been ticked, the details for the Corrective Actions will be pulled individually in the 'Nonconformance & Corrective Action' workflow stage.
8. Remove Line: Click the '-' button to remove any additionally added line for a Checklist Requirement. You cannot remove the original line with the Checklist Requirement itself.
Removing any additional line from the 'Audit Record' workflow stage does not prompt a delete confirmation pop-up window to appear. Once you click the delete line button, you will loose the information without the ability to recover the information from the deleted lines.
9. Report: This is an open text field for entering any additional Audit Report details relating to the overall Audit and/or the Audit Checklist requirements.
10. Save: Click ‘Save’ to save your progress. This will allow you to return to the Audit Record stage until all of the Checklist Requirements are completed. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
11. Save & Submit: Click ‘Save & Submit’ to save your progress and move on to the next workflow stage - 'Nonconformance & Corrective Action'. If after submitting this stage you wish to make any more changes, you will need to access the stage via the ‘Edit’ button and you will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
12. Cancel: Click ‘Cancel’ to discard any changes made to this worklfow stage, close the Record, and move back to the main Auditing module page.
Image: Workflow Stage in 'Edit' Mode - No 'Save' button (1), Reason for Change Requested (2), Second Signature Added (3)
Image: Prepopulated 'Nonconformance & Corrective Action' Workflow Stage (Previous Stage Collapsed & Following Stage Grayed Out)
1. No.: This will be pulled from the 'Audit Record' workflow stage, if available. You cannot edit this field. If 'Add Line' option was used for a requirement, the specific 'No.' will be repeated as many times as there were lines added.
2. Requirement: This will be pulled from the 'Audit Record' workflow stage. You cannot edit this field. If 'Add Line' option was used for a Requirement, the Requirement will be repeated as many times as there were lines added.
3. Comments/Observations: This will be pulled from the 'Audit Record' workflow stage. You can make changes if required as it is an editable, open-text field. In this workflow stage, Comments/Observations is a mandatory field as you should always explain the reasons for raising the Corrective Actions in the previous stage. [Mandatory]
Note: Changes made to Comments/Observations in the 'Nonconformance & Corrective Action' stage will be reflected in the 'Audit Record' workflow stage without providing an additional signature for the 'Audit Record' workflow stage.
The changes will be reflected in the 'Audit Record' stage when either 'Save' or 'Save & Submit' buttons are clicked in the 'Nonconformance & Corrective Action' workflow stage.
4. Category: Use the dropdown arrow to select a system Nonconformance Category explaining the severity of the Nonconformance, i.e., Critical, Major, Minor, Recommendation.
Image: Selecting a System Nonconformance Category
5. Responsible: Click on the dropdown arrow to select the person Responsible for investigating and completing the Corrective Actions for each of the Nonconformances. You can select from Employees or Site Contacts by navigating to the required folders and sourcing your require Responsible person. Once you have sourced the Responsible person, click the 'Select' button to add them to the Record.
Image: Selecting the Responsible for the Corrective Action
6. Due Date: Click on the Calendar icon to select a date by which the Corrective Action should be resolved and the Site Corrective Action Record closed. For the related Corrective Action Record, this same Due Date will be displayed in the ‘My Actions’ tab on the Main Dashboard of the Responsible person selected for the Corrective Action, as well as in the ‘Actions’ tab in the Corrective Action module. [Mandatory]
Image: Selecting the Due Date for the Corrective Action
Image: Selected Due Date as it Appears in the 'Corrective Action' Module 'Actions' Tab (1) and in 'My Alerts' Dashboard (2)
To speed up the completion of this workflow stage, by default, when you select a Category, Responsible and Due Date for the first Nonconformance in the list of Nonconformances, clicking out of the line will auto-populate the rest of the lines with the same system Nonconformance Category, Responsible and Due Date. If you do not wish for these columns to be auto-populated, complete the first Nonconformance details last.
7. Report: This is an open text field where you can provide an overall Report for the 'Nonconformance & Corrective Action' workflow stage, outlining any issues encountered or other relevant notes.
8. Save: Click ‘Save’ to save your progress. This will allow you to return to the 'Nonconformance & Corrective Action' stage until all of the Nonconformance Details are completed. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
9. Save & Submit: Click ‘Save & Submit’ to save your progress and move on to the next workflow stage. If after submitting this stage you wish to make any more changes, you will need to access the stage via the ‘Edit’ button and you will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
10. Cancel: Click ‘Cancel’ to discard any changes made to this worklfow stage, close the Record, and move back to the main Auditing module page.
Upon ‘Save & Submit’ of this workflow stage, the Site Corrective Action Records will be created and opened in ‘Management>Corrective Actions’, the Records will be linked at the top of the Audit Record, and a 'Corrective Action' column will appear in the 'Nonconformance & Corrective Action' workflow stage.
Image: 'Nonconformance & Corrective Action' Workflow Stage 'Saved & Submitted' - Site Corrective Actions Created
1. Related Records: Site Corrective Action Records are linked at the top of the Record (Related Records), displaying the Record's name and the Site Corrective Action Record number, as well as the workflow stage that it is currently in. They are clickable hyperlinks which bring you directly to the Site Corrective Action Records.
2. Corrective Action: A 'Corrective Action' column is added to the 'Nonconformance & Corrective Action' workflow stage, displaying the workflow stage that the Site Corrective Action Record raised for that specific Requirement is currently in. They are clickable hyperlinks which bring you directly to the Site Corrective Action Records.
Image: Workflow Stage in 'Edit' Mode - No 'Save' Button (1), Reason for Change Requested (2), Second Signature Added (3)
Note: A Site Corrective Action can only be raised via the Site Audit Record, or the Auditing module via 'Add Site Corrective Action'. A stand-alone Site Corrective Action cannot be added from the Corrective Actions module.
Click here to learn more about completing Site Corrective Actions.
The appearance of the 'Audit Result' workflow stage will depend on the Site Audit Programme set up and whether the Summary and Response Tables were enabled. See below what this workflow stage looks like with the different settings enabled.
The Score Result, Result and Rating link back directly to the Rating Model selected in the Internal Auditing Programme. The Score Result (calculation based) will determine the overall Result and Rating of the Audit.
The Summary and Response tables give an overview of each of the checklist sections (if levels were used) allowing for a quick summary for the Auditor or another inspecting person. This can be especially useful in the case of external audits where you would like to show the auditor key result details rather than a full Audit Report.
Image: 'Audit Result' Workflow Stage With 'Standard System Rating' and Summary and Responses Tables Disabled
Image: Completed 'Audit Result' Workflow Stage With Summary and Responses Tables Enabled
4.1. Audit Score Result
Score Result: The Score Result of the Audit is automatically calculated based on the score values assigned to your answers for your selected Rating model. For example, if your Audit Record is completed with the result of 50 out of 100 possible points, the Score Result will be displayed as 50/100 (50%).
Audit Standard System Default Rating: 'Not applicable' will be displayed for the Score Result if the Rating selected in the Internal Auditing Programme did not have any Scores associated with the Responses. This includes the System Default Rating (Yes, No, Not Applicable), if selected.
Image: 'Audit Result' Workflow Stage With Customised Audit Rating Model Selected
Image: Sample Customised Audit Rating Model
Image: Score Result for 'Standard System Rating'
4.2. Audit Result
Result: The Result is automatically displayed based on the Score Result that the Audit received. Click on the dropdown arrow to re-select an overall Result for your Audit, if required. [Mandatory]
The Result dropdown options will depend on the Rating selected in your Site Auditing Programme.
Audit Standard System Default Rating: If the System Default Rating (Yes, No, Not Applicable) was selected in the Auditing Programme, click on the dropdown arrow to select a 'Pass' or a 'Fail' Result. The Result will not be pre-populated because the Score Result is 'Not applicable' for this Rating Model.
Image: 'Audit Result' Workflow Stage With Customised Audit Rating Model Selected
Image: Sample Customised Audit Rating Model
Image: Default 'Standard System Rating' Result Options
4.3. Audit Rating
Rating: The Rating is automatically displayed based on the Score Result that the Audit received. Click on the dropdown arrow to re-select an overall Rating for your Audit, if required. [Mandatory]
The Rating dropdown options will depend on the Rating selected in your Site Auditing Programme.
Audit Standard System Default Rating: lf the System Default Rating (Yes, No, Not Applicable) was selected in the Audit Programme, click on the dropdown arrow to select an 'Unacceptable', 'Very Poor', 'Poor', 'Adequate', 'Good', 'Very Good', 'Excellent' or 'Not Applicable' Rating. The Rating will not be pre-populated because the Score Result is 'Not applicable' for this Rating Model.
Image: 'Audit Result' Workflow Stage with Sample Customised Audit Rating Model Selected
Image: Sample Customised Audit Rating Model
Image: Default 'Standard System Rating' Rating Options
4.4. Scope of Approval
You can further limit or define the Scope of Approval for the Audit Result achieved. For example, you may want the Audit Result to only be applicable for certain conditions, i.e., certain Categories (e.g. temporary approval), certain Sites (e.g. only production sites), or certain Customers (e.g. Catering), etc. You must ensure that Categories, Sites and Customers have been added to Master Data before you can select them in this section.
Image: Selecting Scope of Approval
1. Choose Scope of Approval: Click on the dropdown arrow to display the Categories, Sites and Customers folders from which you can choose your required Master Data. Once you have sourced the required scope, tick the box until a blue tick appears and then click 'Select' to add it to the 'Audit Result' workflow stage.
You can add multiple scopes at once by ticking as many boxes as required.
2. Add Line: You can also add Scope of Approval individually by clicking the 'Add Line' button and selecting the Scope(s) as required.
3. Remove Line: If you wish to remove one or some of the Scopes of Approval selected, click the red 'X' button and confirm your choice in the pop-up window.
Image: Confirmation to Delete Scope Line
4.5. Audit Summary Table (If Enabled)
Image: Summary Table With Custom Rating
The Summary Table outlines the Overall (orange) as well as section-specific (highlighted in yellow) Score Results, Results, Ratings and Nonconformances raised. Depending on the types of levels used within your checklists, you will see a level-by-level breakdown of the Scores, Results, Ratings and Nonconformances. For example, you will see the information summarised for each level and sub-level, allowing you to gain a better insight and track trends for Management Reports, etc.
1. Section: This is the name of the Section for which the Summary details will be displayed. This will be your Level 1, Level 2 and Level 3 headings. An Overall Audit Summary will be displayed in the first line.
2. Score Result: The Score Result here is outlined specifically for the named Section, as well as the Overall score result for the whole Audit.
3. Result: The Result here is outlined specifically for the named Section, as well as the Overall result for the whole Audit.
4. Rating: The Rating here is outlined specifically for the named Section, as well as the Overall rating for the whole Audit.
5. Nonconformance: This outlines the total number of Nonconformances as well as the number of Nonconformances for each Category (e.g. Critical, Major, Minor, Recommendation), and for each section.
Audit Default System Rating: If the System Default Rating Model was used, or if the customised rating model was created without scores, the 'Score Result' will be 'Not Applicable' and the 'Result' and 'Rating' sections will be blank.
4.6. Audit Response Table (If Enabled)
Image: Responses Table
The Responses Table outlines the number of times each of the Responses were selected throughout the Checklist, as well as in which sections of the Checklist they were selected. The table will display the Section Name and all of the chosen Responses for each specific Checklist section here. The number of columns will match the number of available Responses, i.e., if your Checklist has 3 possible Responses, 3 columns with Response names will be displayed. In addition to that, if your Responses had assigned Scores, these will also be displayed in the name of the Response.
1. Section: This is the name of the Section for which the Response details will be displayed. This will be your Level 1, Level 2 and Level 3 headings. Details of the Overall Audit Responses will be displayed in the first line.
2. Responses: The number of Responses columns will match the number of available Responses in the Checklist/Rating added within the Audit Programme. For each Response, the system will tabulate the number of Checklist items that received that Response for each of the Sections.
For example, the Overall '45 - Yes' Responses will be a sum of all of the '45 - Yes' Responses selected in Level 1. The Level 1 Responses will display a sum of all of the '45 - Yes' Responses selected in Level 2 (Bold, Italic & Underlined), and Level 2 will display a sum of all of the '45 - Yes' Responses selected in Level 3 (not applicable for this example).
4.7. Final Audit Report
Image: Completed 'Report' Section
Report: This is an open-text field which you should include any closing remarks and recommendations learned from this Audit that may be beneficial for future Audits.
4.8. - 4.10. 'Save', 'Save & Submit', 'Cancel'
Image: 'Save', 'Save & Submit', 'Cancel' Buttons
1. Save: Click the ‘Save’ button to save your progress. This will allow you to return to the Audit Result workflow stage until all of the details are completed. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
2. Save & Submit: Click the ‘Save & Submit’ button to save your progress and move on to the last workflow stage - 'Post Audit Report Information'. If after submitting this stage you wish to make any more changes, you will need to access the stage via the ‘Edit’ button and you will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
3. Cancel: Click the ‘Cancel button’ to discard any changes made to this workflow stage, close the Record, and move back to the main Auditing module page.
Image: Workflow Stage in 'Edit' Mode - No 'Save' button (1), Reason for Change Requested (2), Second Signature Added (3)
Image: Blank 'Post Audit Report Information' Stage
5.1. Audit Duration
In this section, you can detail exactly how much time was spent on each part of the Audit. Once you complete the 'Audit Duration per Day' section, the 'Audit Duration Totals' will be automatically calculated by the system upon 'Save' or 'Save&Submit'.
Image: Completed 'Audit Duration' After Clicking 'Save'
1. Days: Click on the dropdown to specify the Audit day number, i.e., you would choose 1 if it is the 1st day of your Audit, 5 if it was the 5th day, etc. You can choose between 1 and 30 days.
Image: Select Audit Day Number
2. Date: Use the calendar icon to select the exact date of when the activity was being completed.
Image: Select Date
3. Day Start: Use the dropdown to select the time that the Auditing day started. You can select time in 15 minute increments. You may also manually type in a time if specific minutes need to be recorded. You should use the HH:MM format if typing in manually.
4. Day Finish: Use the dropdown to select the time that the Auditing day finished. You can select the time in 15 minute increments. You may also manually type in a time if specific minutes need to be recorded. You should use the HH:MM format if typing in manually.
Image: Select 'Day Start' and 'Day Finish' Times
Image: 'Day Start' and 'Day Finish Times' Typed in + Audit Duration Totals (Calculations)
5. Activity: You can specify the different Activities undertaken during the Audit. Use the dropdown to select the Activity type. You can select from Onsite and Offsite activities. Onsite - Audit, Production Site Inspection, Break, Other and Offsite - Audit and Other.
Image: Select Onsite or Offsite Activity
6. Add Line: Click the 'Add Line' button to add more lines for completing additional activities.
7. Remove Line: Click the red 'X' button to delete a line previously added and confirm your choice in the pop-up window by clicking 'Yes' or 'No'.
Image: Confirmation to Delete Line
8. Audit Duration Totals: The Audit Duration Totals will be calculated automatically when the 'Save' or 'Save&Submit' button is clicked in this workflow stage. This calculates the total time (in Hours) spent on each Activity, and also provides the total time spent on the Audit at the bottom of the calculations.
Image: Blank Audit Duration (before 'Save' or 'Save&Submit') & Completed Audit Duration (after 'Save' or 'Save & Submit')
9. Notes: Use this open-text field to provide any notes relating to the time spent on this Site Audit and outline suggestions for the future on how the Auditing Time could be reduced for future Audits.
5.2. Previous Audit Details
You can use this section to note the results from the previous Site Audit. This helps to keep track of the development of the Site and the Site's compliance.
Image: Completed 'Previous Audit Details'
1. Previous Audit Rating: Use the dropdown arrow to select the Rating of the previous Audit that was carried out for this Site. These are system default options and cannot be adjusted. You can select from 'Fails to Comply', 'Poor' or 'Excellent'.
If needed, you can attach a link to the previous Site Audit Record via the Related Record option by using the 'Actions' button.
Image: Select Previous Audit Rating
2. Previous Audit Due Date: Use the calendar icon to select the date that the previous Site Audit was due.
Image: Select Previous Audit Due Date
5.3. Next Audit Details
You can use this section to pencil in a plan for the next Audit this Site should undergo, and state how often it should be repeated.
Image: Completed 'Next Audit Details'
1. Next Audit Type: Click the dropdown arrow to confirm what type of Audit this site should be subject to next.
Image: Selecting Next Audit Type
2. Due Date: Use the calendar icon to select the date by which the selected audit type should be completed next.
Image: Selecting Next Due Date
3. Audit Frequency: Enter a number in the relevant field and use the dropdown arrow to select the Audit frequency. You can select 'Years', 'Months', 'Weeks', 'Days', Weekday'.
Image: Selecting Audit Frequency
Note: If the Audit Frequency is completed in this workflow stage, the Scheduler for the Site Audit Programme used to create this Record will be updated with a new Due Date and Frquency.
Image: Original Programme Scheduler Details
Image: Next Audit Details Added
Image: Programme Scheduler Details Updated with Information from 'Next Audit Details'
5.4. Post Audit Report
The post audit report field should be used to summarise the overall success or failure of the Site Audit. You should note any key findings here, etc.
Image: Post Audit Report Completed
5.5. - 5.7. 'Save', 'Save & Submit', 'Cancel'
Image: 'Save', 'Save & Submit', 'Cancel' Buttons
1. Save: Click ‘Save’ to save your progress. This will allow you to return to the Post Audit Report stage until all of the Report stages are completed. The ‘Save’ button allows you to make as many changes as required to the Record without the system noting signatures for each change/update.
2. Save & Submit: Click ‘Save & Submit’ to save your progress and close out the Site Audit Record. Once you submit this stage, the Record will be moved from the ‘Actions’ to the ‘Complete’ tab. If after submitting this stage you wish to make any more changes, you will need to access the Record in the ‘Complete’ tab and click the ‘Edit’ button for your required stage. You will be requested to note the ‘Reason for Change’. Additionally, another signature will be added to the bottom of the stage.
3. Cancel: Click ‘Cancel’ to discard any changes made to this workflow stage, close the Record, and move back to the main Auditing module page.
Image: Completed Site Audit Record, All Workflow Stages Active
Accessing Related Corrective Action Records (If Applicable)
Note: Closing the Site Audit Record will not automatically close out the related Site Corrective Action Records (or any other Related Records). We suggest that the Site Audit Record is only closed when the Site Corrective Action Records have been completed as much as possible (i.e. if Corrective Actions are not Supplier dependent, for example).
Tip: If you need to generate a Corrective Action that is not related to the Checklist Requirements, you may do so by navigating to 'Actions>Add Related Record>Corrective Action'. You should only use this option if the Corrective Action is not directly related to the raised Nonconformances within the Site Audit Record. Click here to learn more about raising Related Records from the Actions tab.
Image: Adding a Related Record (Corrective Action)
You can access the Site Corrective Action Records directly from the Site Audit Record by clicking on the blue hyperlink in the 'Related Records' section at the top of the Record (1).
Alternatively, you can open the Site Corrective Action for your specific Nonconformance by clicking on the blue hyperlink in the 'Nonconformance & Corrective Action' workflow stage (2).
You can also view your Site Corrective Actions in the Corrective Action module (3).
Click here to learn more about completing Corrective Action Records.
Image: (1) Accessing the Raised Corrective Action Records Directly from the Site Audit Record via 'Related Records' at the Top of the Page
Image: (2) Accessing the Raised Corrective Action Records Directly from the Record via the 'Nonconformance & Corrective Action' Workflow Stage
Image: (3) Accessing the Raised Site Corrective Actions from the 'Management>Corrective Action' Module
Image: A Site Corrective Action Raised From the 'Nonconformance & Corrective Action' Workflow Stage in a Site Audit Record (First Stage Expanded)
