Qudos 3 Help

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How to record an audit

From the Main Screen:

Step	Action	Result
1	Click Audits	Opens Audit Schedule
2	Navigate to, and select the relevant record
Note: If the required record is not already in the schedule, it must be added first. See How to schedule a new audit.
3	Click Edit button	Opens selected Audit Record
Notes: 1) If the record has previously been locked, it will be necessary to unlock it before editing. See Locking and Unlocking records. 2) In some cases, a series of repeat audits may have been planned at one time. If your audit is the last in a planned series, you may see an alert asking whether you want to plan more similar audits. Click on the appropriate button to make your choice. If in any doubt about what to do, contact the person responsible for scheduling your audits.
Checklist Tab
4	List the items to be audited in the checklist. Depending on the nature and circumstances of your audit, at this point you may choose to print a copy of the Audit Record for making hand-written notes during the audit - Click Print and make printer selections	Prints copy. It is quite common practice for a printed copy to be used during an audit for the purpose of recording notes
5	When the audit has taken place, enter the results next to the checklist
6	If a checklist item has any nonconformances or opportunities for improvement, you may choose to generate an Action Form. With the item selected in your checklist, click on the Action button. (Tip: Before doing this, you may wish to copy some text from the audit record - ready for pasting into the Action Form)	An alert box appears with the message "There is no action linked to this audit item. Do you want to create one?"
7	Click Yes button	Opens a new Action Form and complete it in the usual manner. Please note that some fields are automatically completed for you. This automation is provided as a time-saving convenience, and you can change the automated entries if you wish. The exception is the 'How Raised' field, which is locked in as 'Audit' to maintain the integrity of the data. When the Action Form has been saved and any email sent, you will be returned to the Audit Record. Note that the Action indicator for the relevant checklist item has changed from 'No' to the reference number of the Action Form. This method ensures that the Action Form and Audit Record are linked. If a user subsequently places the cursor anywhere in the checklist item and clicks the Action button, the linked Action Form will be opened. Alternatively, if a user had opened the Action Form, they could click on the Source button to open the linked Audit Record
8	Follow-up Tab: You may choose to plan / record some follow-up activity – use the 'Follow up request / details' field. This section is typically used by the auditor themselves e.g. as a memory jog to verify some information. Where action is assigned to the person responsible for the process or subject being audited, Action Forms are typically used	Once text has been entered into this field, the audit will have the status of 'Follow-up outstanding' until the associated name and date fields are completed
Attachments Tab
9	This tab provides the facility to link one or more attachments to the audit record e.g. photographs or other evidence. When the form is saved, the attachment(s) get uploaded to a folder within the Qudos application. Click in the first available empty record	Activates the record (highlighted in yellow)
10	Click Browse button to navigate to and select a file e.g. from the hard drive or server.	Completes 'Filename' field
11	Type description - add a 'Plain English' description of the attachment
Repeat steps 9-11 as necessary
Summary Tab
12	Enter text in the 'Summary' field
13	Once again, you may choose to link the overall Audit Record with an action. If so, click Action button	An alert box appears with the message "There is no summary action linked to this audit. Do you want to create one?"
14	Click Yes button	Opens a new Action Form and complete it in the usual manner. Once again, some fields are automatically completed for you. This automation is provided as a time-saving convenience, and you can change the automated entries if you wish. The exception is the 'How Raised' field, which is locked in as 'Audit' to maintain the integrity of the data. When the Action Form has been saved and any email sent, you will be returned to the Audit Record. Note that the Action indicator on the summary tab has changed from 'No' to the reference number of the Action Form This method ensures that the Action Form and Audit Record are linked. While the 'Summary' tab is active, if a user clicks the Action button, the linked Action Form will be opened. Alternatively, if a user had opened the Action Form, they could click on the Source button to open the linked Audit Record
15	The 'Score' field may be used to insert a numerical value for compliance or performance. Score according to criteria set in your business rules. This field accepts numbers between 0-100.	The 'Score' field provides a further option for filtering the Audit Schedule
16	In the 'Actual date' field, use the Calendar Tool to enter the date the audit took place	Date is transferred to the Audit Schedule and changes the status from 'Outstanding' to 'Completed'
17	You may choose to lock the record. See Locking and Unlocking records
18	Click Save button	Saves changes
19	Click Close button	Closes the Audit Record

Step

Action

Result

Click Audits

Opens Audit Schedule

Navigate to, and select the relevant record

Note: If the required record is not already in the schedule, it must be added first.
See How to schedule a new audit.

Click Edit button

Opens selected Audit Record

Notes:
1) If the record has previously been locked, it will be necessary to unlock it before editing. See Locking and Unlocking records.
2) In some cases, a series of repeat audits may have been planned at one time. If your audit is the last in a planned series, you may see an alert asking whether you want to plan more similar audits. Click on the appropriate button to make your choice. If in any doubt about what to do, contact the person responsible for scheduling your audits.

Checklist Tab

List the items to be audited in the checklist. Depending on the nature and circumstances of your audit, at this point you may choose to print a copy of the Audit Record for making hand-written notes during the audit - Click Print and make printer selections

Prints copy. It is quite common practice for a printed copy to be used during an audit for the purpose of recording notes

When the audit has taken place, enter the results next to the checklist

If a checklist item has any nonconformances or opportunities for improvement, you may choose to generate an Action Form. With the item selected in your checklist, click on the Action button. (Tip: Before doing this, you may wish to copy some text from the audit record - ready for pasting into the Action Form)

An alert box appears with the message "There is no action linked to this audit item. Do you want to create one?"

Click Yes button

Opens a new Action Form and complete it in the usual manner. Please note that some fields are automatically completed for you. This automation is provided as a time-saving convenience, and you can change the automated entries if you wish. The exception is the 'How Raised' field, which is locked in as 'Audit' to maintain the integrity of the data. When the Action Form has been saved and any email sent, you will be returned to the Audit Record. Note that the Action indicator for the relevant checklist item has changed from 'No' to the reference number of the Action Form.

This method ensures that the Action Form and Audit Record are linked. If a user subsequently places the cursor anywhere in the checklist item and clicks the Action button, the linked Action Form will be opened. Alternatively, if a user had opened the Action Form, they could click on the Source button to open the linked Audit Record

Follow-up Tab: You may choose to plan / record some follow-up activity – use the 'Follow up request / details' field.

This section is typically used by the auditor themselves e.g. as a memory jog to verify some information. Where action is assigned to the person responsible for the process or subject being audited, Action Forms are typically used

Once text has been entered into this field, the audit will have the status of 'Follow-up outstanding' until the associated name and date fields are completed

Attachments Tab

This tab provides the facility to link one or more attachments to the audit record e.g. photographs or other evidence. When the form is saved, the attachment(s) get uploaded to a folder within the Qudos application. Click in the first available empty record

Activates the record (highlighted in yellow)

Click Browse button to navigate to and select a file e.g. from the hard drive or server.

Completes 'Filename' field

Type description - add a 'Plain English' description of the attachment

Repeat steps 9-11 as necessary

Summary Tab

Enter text in the 'Summary' field

Once again, you may choose to link the overall Audit Record with an action. If so, click Action button

An alert box appears with the message "There is no summary action linked to this audit. Do you want to create one?"

Click Yes button

Opens a new Action Form and complete it in the usual manner. Once again, some fields are automatically completed for you. This automation is provided as a time-saving convenience, and you can change the automated entries if you wish. The exception is the 'How Raised' field, which is locked in as 'Audit' to maintain the integrity of the data. When the Action Form has been saved and any email sent, you will be returned to the Audit Record. Note that the Action indicator on the summary tab has changed from 'No' to the reference number of the Action Form

This method ensures that the Action Form and Audit Record are linked. While the 'Summary' tab is active, if a user clicks the Action button, the linked Action Form will be opened. Alternatively, if a user had opened the Action Form, they could click on the Source button to open the linked Audit Record

The 'Score' field may be used to insert a numerical value for compliance or performance. Score according to criteria set in your business rules. This field accepts numbers between 0-100.

The 'Score' field provides a further option for filtering the Audit Schedule

In the 'Actual date' field, use the Calendar Tool to enter the date the audit took place

Date is transferred to the Audit Schedule and changes the status from 'Outstanding' to 'Completed'

You may choose to lock the record. See Locking and Unlocking records

Click Save button

Saves changes

Click Close button

Closes the Audit Record