Audits – Wiki

How to view the history of an audit?

Thayna Gimenez — Fri, 24 Sep 2021 13:27:57 +0000

Atualizado em 22 de maio de 2021

To review changes made to an audit, review the history.

It is possible to consult the history of the audits that the user has access to, to view all the audits necessary to have other permissions.

Arecord of the date, time and which user performed the following operations is kept:

When a new audit was created.
When a plan has been finalized.
When an audit was performed.
When a new item has been answered.
When the audit was completed.
When an audit was canceled.
When an item has been marked as a strength or weakness.
When an issue has been created, edited or removed.

In the Audits tab, click on the record you want to view the history.

In the History tab, changes made to the audit are displayed.
To display the filter options click on and check what you want to view. To remove a filter click on the displayed filter .

How to remove an audit?

Thayna Gimenez — Fri, 24 Sep 2021 13:27:18 +0000

Atualizado em 22 de maio de 2021

If necessary, remove an audit.

Must have permission to remove audit.

In the Audits tab, in the audit that will be removed click on the context menu . Select the Remove option.

It only displays the audits that the user has access to.

Confirm the removal by clicking Delete.

After confirming the audit, it is removed.

How to cancel an audit

Thayna Gimenez — Fri, 24 Sep 2021 13:26:27 +0000

Atualizado em 22 de maio de 2021

If an audit is no longer needed, we can cancel it.

To cancel the audit, you must have permission to cancel.

In the Audits tab, in the audit that will be canceled, click on the context menu . Select the Cancel option. We have the option to cancel when accessing audit also in a context menu .

It is necessary to confirm the cancellation of the audit.

After confirming, enter the justification and click Confirm.

How to add attachments in the audit

Thayna Gimenez — Fri, 24 Sep 2021 13:25:50 +0000

Atualizado em 22 de maio de 2021

See how to add attachments to an audit or to a specific standard item of an ongoing audit.

To add attachments the user must be involved in an audit when:

Lead auditor of at least one planning
Auditor of at least one planning
You are a Participant of at least one plan

Permissions to manage audits, schedules, view all and edit all allow you to manage attachments.

Attachment in an audit

To add an attachment to the audit, access the audit and click the Attachments tab. To display the attachments tab, click on to navigate between the tabs.

You cannot add attachments to completed or canceled audits.

To add an attachment in the audit, drag the file to the attachment download area or click SELECT FILE and choose the storage location on your computer.

It is possible to send several files at once.

Wait for the file to load to be displayed in the listing.

We have some features for managing attachments.

Appendix Functions: Click to select all files. Select the file and click to remove. To download the selected files, click .
Search: Locate a file by name, clicking sort from A to Z or by the files with the oldest upload. To update the listing, click .
Pagination: Select how many items to display on the page and browse using the options .
Attachment options: By clicking on the context menu in the attachment, we can rename the file, view, download or remove it.

Attachment to a standard item

In the Audits tab, in the audit that will be performed click on the context menu and select the Open option . We can open an audit by clicking on it in the listing.

Access the desired planning and click on the specific item to insert an attachment. In the Attachments tab, we can:

Attach files: To add an attachment to the item, drag the file or select from the storage location on your computer.
Attachment management: Click to select all files. Select the file and click to remove. To download the selected files, click . See more details below in Attachments.

The changes are automatically saved.

How to complete an audit

Thayna Gimenez — Fri, 24 Sep 2021 13:23:41 +0000

Atualizado em 22 de maio de 2021

After completing the execution of the plans, the audit can be completed.

In the Audits tab, click on the audit that will be completed. We can click on the context menu and click Open.

To complete an audit, you need to be the lead auditor.

On the audit screen, click the Completion tab.

Fill in the information, according to the languages selected in the audit record:

Strengths: Describe your considerations about the strengths of the audit. If you marked an item as a strong point click on VIEW STRONG POINTS to view it.
Weaknesses: Insert the observations about the audit weaknesses. If you marked an item as a weak point, click VIEW WEAK POINTS to view it.
Recommendations: If there are recommendations for improvement, please inform in this field.
Conclusion: Fill in the audit conclusion.

See strengths and weaknesses

To view your strengths and weaknesses, click or .
A side window will appear with the items that have been checked. To view the item, click on it.

By clicking on the point marked as strong or weak, you will be redirected to the answered item.

Completing the audit

After entering the information, click the context menu and click Finish.

Click Yes to complete the audit.

After confirming the audit, the status is Completed, and it is no longer possible to change the data. The audit is only available for viewing.

With the audit completed, it is possible to view the calculations, as selected in the registration of the standard:

Percentage of responses: Displays the percentage of the total audit value compared to the maximum possible value.
Adherence based on weights: A value will be calculated based on the weight ratio between the standard item and the weight of the selected answer.

How to add a case to audit

Thayna Gimenez — Fri, 24 Sep 2021 13:22:59 +0000

Atualizado em 22 de maio de 2021

If it is necessary to register a non-compliance or an opportunity for improvement, register an occurrence in an audit.

To register it is necessary to have the permission to Manage plans. The lead auditor and auditor can also register occurrences or opportunities for improvement.

In the Audits tab, click on the running audit that you want to register the occurrence.
The screen will be displayed with the general data of the audit, click on the Events tab.

To register an occurrence click on + ADD.

The screen to register the occurrence will be displayed.

Title: Enter a title for the occurrence that will be recorded, according to the language defined in the audit.
Type: Select whether the occurrence is a non-conformity or an opportunity for improvement.
Description: If necessary, enter the details of the occurrence.
Audit items: Select which item of the audited standard this occurrence is assigned to.

After filling in the information, click to save the case.

After clicking on record the occurrence is registered.

How to perform an audit

Thayna Gimenez — Fri, 24 Sep 2021 13:22:23 +0000

Atualizado em 22 de maio de 2021

With the audit in “planned” status with the completed plans, we can execute it.

To perform the audit, you must have permission to manage audits , be a lead auditor or an auditor.

In the Audits tab, in the audit that will be performed click on the context menu and select the Open option . Clicking on the audit also opens for execution.

In the execution screen we have the tabs for navigation between the functionalities to perform the audit.

General data

Displays audit progress and other information.

Audit progress: Displays the audit progress as the items audited are answered.
Occurrences: If there is any occurrence of non-compliance or improvement opportunity linked to the audit, it will be displayed in this counter.
Unaudited items: Displays the number of items that have not yet been answered.
Auditors: Shows how many auditors were informed in the audit record. Pausing the mouse over this item displays the name of the lead auditor and other added auditors.
Remaining schedules: Counts how many schedules have not yet responded to all standard items.
Standards: Indicates which standards will be used in the audit.
Period: Shows the execution period that was defined in the audit.
Description: According to the description inserted in the audit record, it is displayed in this field.

Fields with * are mandatory.

Planning

Displays the list with the registered plans. Click to start the planning run.

The screen for assigning the response to the audited item will be displayed.
Click on the corresponding answer option according to the note. We can have three types of fields:

Question: Item that needs to select an answer option.
Guidance text: Guidance text we do not have to answer but it is possible to register an observation.
Text field: Item to answer, we can insert a written answer and an observation.

Access to a standard item

To access a specific requirement to insert an attachment, define as a strength, weakness or add a note, click on the item.

Menu : Click to set an item as or . To deselect, access the menu again.
Navigation button: Click on to navigate between the requirements of the standard.
Attach files: To add an attachment to the item, drag the file or select on your computer.
Attachments Management tab: In this tab, we can add an attachment to the item.
The changes are automatically saved.

The changes are automatically saved.

Occurrences

If an item is a non-conformity or improvement opportunity, record an occurrence. To register a case, see more in How to add a case to audit?

Conclusion

After its execution we can complete an audit, see more in the article How to complete an audit?

Historic

To see the history of an audit, see the article How to view the history of an audit?

Attachments

If you need to add attachments in the audit or in a specific item see the step by step in the article How to add attachments in the audit?

How to complete the planning of an auditor

Thayna Gimenez — Fri, 24 Sep 2021 13:21:36 +0000

Atualizado em 22 de maio de 2021

With an audit of the status in planning, the registered plans need to be finalized to start the execution.

In the Audits tab, in the audit that will have the planning finished, click on the context menu and select the option Finalize planning.

Permission required to manage audits or manage schedules.

After finalizing the planning, the audit is in the Planned status.

How to register a plan in an audit?

Thayna Gimenez — Fri, 24 Sep 2021 13:21:05 +0000

Atualizado em 22 de maio de 2021

In an already registered audit that is still being planned, we can add other schedules.

In the Audits tab, click

In the planning audit you will have a new planning.
In the context menu and click Edit.

Permission required to manage audits or manage schedules.

Click on the Planning tab , to register click on + ADD.
The screen for registering a schedule will be displayed.

Schedule name: Enter the schedule name according to the selected languages.
Start date and time: Enter or select the planning start date from the calendar . The time is not mandatory.
End date and time: Enter or select from the calendar the end date of the planning. The time is not mandatory.

If the audit has a defined period, the plans must respect the deadline assigned in the audit.

Participants: Inform the participants (who will be audited), select from the list of users who are registered on Qualiex.
Lead auditor: Select the lead audit auditor.

To be a lead auditor, you must have permission to manage audits.

Auditors: If you have an accompanying auditor, select from the list or type the name and press enter.
Audited company: Select the company to be audited, used for third party audits.
Location: Enter the location to be audited.
Planning items: Select the items to be audited. Click on to expand the items and sub-items.

Click to save the schedule.

Fields with * are mandatory.

After saving the schedule, click to save the audit.

When recording, confirm that the planning can be completed. If all plans have already been registered, click on Finish planning to finalize the planning and the audit status will be Planned and can be performed. If there are plans to be registered click on Just Save and the audit will have the status of In planning.

How to register an audit?

Thayna Gimenez — Fri, 24 Sep 2021 13:20:28 +0000

Atualizado em 22 de maio de 2021

After registering the standard and the types of responses that will be used, we can register the audit that will be performed.

On the Audits tab, click .

Permission required to manage audits

In the AUDIT tab, inform the data of the audit that will be registered

Language: Select the language in which the audit will be performed. Remembering that the standard and response types must be registered in the same languages. The fields to be filled in are displayed according to the selected languages.
Audit name: Enter the name of the audit.
Standards: Select the standard that will be used in the audit, it is allowed to select more than one standard that uses the same form of calculation.
Start date and time: Inform the start date and time of the audit.
End date and time: Enter the end date and time for the audit.

It is not necessary to inform the date and time of the audit, it is automatically filled in according to the registered plans.

Customer: Select the customer. Find out how to register a customer by accessing the link.
Description: If necessary, insert any notes about the audit. Inform the scope of the audit, for example.

Fields with * are mandatory.

Planning

After entering the audit data, click on the PLANNING tab.
To add a schedule, click + ADD.

The screen for registering a schedule will be displayed.

Schedule name: Enter the schedule name according to the selected languages.
Start date and time: Enter or select the planning start date from the calendar . The time is not mandatory.
End date and time: Enter or select the end date of the schedule from the calendar . The time is not mandatory.

If the audit has a defined period, the plans must respect the deadline assigned in the audit.

Participants: Inform the participants (who will be audited), select from the list of users who are registered on Qualiex.
Lead auditor: Select the lead audit auditor.

To be a lead auditor, you must have permission to manage audits.

Auditors: If you have an accompanying auditor, select from the list or type the name and press enter.
Audited company: Select the company to be audited, used for third party audits.
Location: Enter the location to be audited.
Planning items: Select the items to be audited. Click on to expand the items and sub-items.

Click to save the schedule.

Add as many schedules as needed.

After saving the schedule, click to save the audit.

When recording, confirm that the planning can be completed. If all plans have already been registered, click on Finish planning to finalize the planning and the audit status will be Planned and can be performed. If there are plans to be registered click on Just Save and the audit will have the status of In planning.