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How to record a benchmark assessment

The following describes the recording of a Benchmark Assessment that had been started completely from scratch. However, in some cases, an assessment may have been started by copying from a previous assessment, and then adding or editing details as applicable. Where that is the case, some of the data below will already exist.

From the Main Screen:

Step	Action	Result
1	Click Benchmark	Opens Benchmark Assessments List
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 Benchmark assessment.
3	Click Edit button	Opens selected Benchmark Assessment
Notes: If the record has previously been locked, it will be necessary to unlock it before editing. See Locking and Unlocking records If the assessment has been crating by copying another assessment, some fields may already be completed. Depending on circumstances and your business rules, you may accept the default data or alter it in the context of the current assessment If in any doubt about what to do, read your organisations' procedure by clicking on the Procedure button, and/or contact the person responsible for scheduling your benchmark assessments
4	Enter Items / Activities
5	Enter values (0-100)for each item
6	Enter weighting (0-100%)for each item	The software will calculate a score for the item, it will also calculate a total and overall assessment (or average) score
7	If an item requires any action, you may choose to generate an Action Form. With the cursor placed anywhere in the selected item, click on the Action button. (Tip: Before doing this, you may wish to copy some text from the assessment - ready for pasting into the Action Form)	An alert box appears with the message "There is no action linked to this item. Do you want to create one?"
8	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 'Benchmark' to maintain the integrity of the data. When the Action Form has been saved and any email sent, you will be returned to the Benchmark Assessment. 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 Benchmark Assessment are linked. If a user subsequently places the cursor anywhere in the assessment 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 Benchmark Assessment.
9	Enter text in the 'Comments' field
10	Select a conclusion in the 'Overall Assessment' field
11	Once again, you may choose to link the overall Benchmark Assessment with an action. If so, click Action button	An alert box appears with the message "There is no summary action linked to this Benchmark assessment. Do you want to create one?"
12	Click Yes button	Opens a new Action Form and complete it in the usual manner. 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 Benchmark Assessment are linked. 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 Benchmark Assessment.
13	Attachments tab: If there are any external documents that provide useful information to the record, they may be added as attachments.	The attachments are associated with this record
14	When the assessment is complete, you may lock it. See Locking and Unlocking records.
15	Click Save button	Saves changes
16	Click Close button	Closes the record

Step

Action

Result

Click Benchmark

Opens Benchmark Assessments List

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 Benchmark assessment.

Click Edit button

Opens selected Benchmark Assessment

Notes:

If the record has previously been locked, it will be necessary to unlock it before editing. See Locking and Unlocking records
If the assessment has been crating by copying another assessment, some fields may already be completed. Depending on circumstances and your business rules, you may accept the default data or alter it in the context of the current assessment
If in any doubt about what to do, read your organisations' procedure by clicking on the Procedure button, and/or contact the person responsible for scheduling your benchmark assessments

Enter Items / Activities

Enter values (0-100)for each item

Enter weighting (0-100%)for each item

The software will calculate a score for the item, it will also calculate a total and overall assessment (or average) score

If an item requires any action, you may choose to generate an Action Form. With the cursor placed anywhere in the selected item, click on the Action button. (Tip: Before doing this, you may wish to copy some text from the assessment - ready for pasting into the Action Form)

An alert box appears with the message "There is no action linked to this 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 'Benchmark' to maintain the integrity of the data.

When the Action Form has been saved and any email sent, you will be returned to the Benchmark Assessment. 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 Benchmark Assessment are linked. If a user subsequently places the cursor anywhere in the assessment 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 Benchmark Assessment.

Enter text in the 'Comments' field

Select a conclusion in the 'Overall Assessment' field

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

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

Click Yes button

Opens a new Action Form and complete it in the usual manner. 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 Benchmark Assessment are linked. 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 Benchmark Assessment.

Attachments tab: If there are any external documents that provide useful information to the record, they may be added as attachments.

The attachments are associated with this record

When the assessment is complete, you may lock it. See Locking and Unlocking records.

Click Save button

Saves changes

Click Close button

Closes the record

NOTES ON THE MASTER FIELD:
The Master field is a simple checkbox but it can be very useful. One assessment in each user-defined category may be set as the Master. This acts as a flag to identify the default or template assessment in the Benchmark Assessments List when creating copies (although it is possible to copy from other assessments too). The Master assessment also appears separately from other assessments when the Summary Report for that category is displayed / printed.