Qudos 3 Help

Audit Record

The Audit Record is used to plan the audit, and to record results.

This form is accessed from the Edit button on the Audit Schedule, and is the 21st century equivalent of the word-processed audit record and spreadsheet. Key differences include the ability to:

• Import data from an earlier, similar audit
• Cross-reference with documents and other records that relate to the audit
• Generate linked requests for corrective / preventive actions - and email them to the contact person

For help on activities associated with this form, go to Audits - Activities

The Audit Record has four tabbed sections - for Summary, Checklist, Follow-up, and Attachments.

Summary tab

Fields displayed:

Field	Description
Document Number and title	These are optional fields for use when there is a document that specific relates to the audit. If a document is already listed here - click the Spyglass Icon to view it. If there is no document currently listed here and you wish to list one, click the Document Icon to find and return the document to be linked. Note: This field is not used to attach evidence to the audit. That is done via the Attachments tab
Auditor	Combo box / Pop-up form. Select the nominated auditor
Audit Title *	Free text search. Select records that contain that text in the Audit Title field
Audit Type	The basis of the audit e.g. process, contract, project etc.
Topic	The primary focus of the audit e.g. safety, environment, quality etc.
Scheduled Date	The date the audit is scheduled to be undertaken
Summary	Free text field for a synopsis or other information
Score	Number field. Use to indicate a value of performance or conformance between 0-100.
Action	Indicator for whether there is an action associated with the overall audit. Where no Action has been created, the indicator displays 'No'. Where a link has been created, the action reference number is displayed. There is an Action button linked to the field. The Action button is for creating a new Action form or visiting an existing linked action. Use this if the action is related to the overall audit rather than a specific audit item. If the action relates to a particular audit checklist item, use the similar feature on the Checklist tab.

The Lock feature is used to lock the record and indicate that the audit is completed. Click the Lock icon, and enter User ID and password. The date will default to today but is editable.

* = Mandatory field.

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Checklist tab

Fields displayed:

Field	Description
Item No.	The software automatically creates a sequential number for this field
Check	Free text description
Results	Free text description
Action	Display field only. No direct data entry (see below)

The Delete button is for deleting a checklist item from the Audit Record

The Action button is for creating a link from the selected checklist item to an Action Form or visiting an existing linked action. Where no link has been created, the relevant field displays 'No'. Where a link has been created, the action reference number is displayed.

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Follow-up tab

Fields displayed:

Field	Description
Follow-up request / details	Free text description. 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
Follow-up by	Name field. Select from drop-down list, or use the Person Lookup tool
Follow-up Date	Calendar entry: Date that follow-up was completed

Buttons:

Button	Function
Save	Save the record
Close	Close the record

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Attachments Tab

This tab provides the facility to link one or more attachments to the audit.

Fields:

Field	Description
Number	An automatically populated number to identify the attachment
Filename	The name of the attached file
Description	Free-text description of the attached file

Buttons:

Button	Function
Browse	Navigate to, and select the file to be attached
View	View the selected attachment
Delete	Delete the selected attachment

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Contents | Audits | For help on activities associated with this form, go to Audits - Activities