How to conduct Interviews?

Select the Conduct Interviews item (1) in the image, below.

Note: The number that appears in parenthesis (the number “28”) indicates the number of completed interviews in this audit.

• On the right-hand side, there are a number of circles or semi-circles and checkmarks. Each has a specific meaning, they indicate: 
  • No interviews have been completed for this Role at the site (e.g. no Manager interviews have been completed in Detroit )
  • Some of the planned interviews have been completed for this Role at the site (e.g. 5 of the planned 8 Manager interviews have been completed in Calgary )
  • All the planned interviews have been completed for this Role at the site (e.g. All planned Supervisor interviews have been completed in Calgary )
• To start a new interview, or to edit and existing interview:
  • Mouse over any cell in the table
  • In details, view click either on the Start interview button or on the name of the interview that is to be edited.
  • see Entering Interview Details, below

To see detailed interview responses:

• Select the Review Interviews tab (1), below: 

• Once the interview summary information appears in the edit window, you can either:
  • Start a new interview by selecting the button (2)– Also see Entering Interview Details below
  • Edit an existing interview by selecting the interview from the Edit Interviewee drop-down list (3)  
• The table lists the results from the completed interviews:
  • The columns to the right list the interview results for each individual interviewed and the location where the individual is employed (4)
  • Below each interviewee, the results from the interview are listed – see (5) and (6)
  • General auditor notes related to a specific audit question are captured on a per question basis (7)- The comments are the collective comment recorded from all interviews conducted at all sites
  • The Result of total compliance (8) is listed as the mathematical average of all interviews – See Calculating Interview Results below. Note that this result represents the overall % compliance with the requirement and does not represent the audit score that is assigned to the question. The scoring of audit questions will be addressed in the Audit Results section.
  • To Export option (9) will extract the entire grid view to a comma-delimited file (.csv) that can be opened by a spreadsheet application.

Calculating Interview Results

The following table defines how the interview Result is calculated:

For example:

Auditor interviewed 9 employees (2 managers and 7 workers).
The question only applies to workers and only 5 of the workers were asked to respond to the question.
Of the 5 responses, 3 workers were positive, one was negative and one had no comment.

Entering Interview Details

When selecting the Start New Interview button the entry page for Interview Details appears.

On this page the auditor can:

• There are two Interview Types (1) in the Edit interview details window. The two option are described separately in the sections below:
  • Single – Interviewing a single individual
  • Bulk – A number of interviewees.  Note: If a number of interviewees were interviewed and responses were captured on paper, enter all the results from the interviews in a single step (best practice is to interview separately). This option should only be used to enter date.

Single InterviewThe following information is for a Single interview

• The Title of the individual that is being interviewed can be entered in the text box (2)
• Select the Role of the individual that is being interviewed (3) – Note: Only interview questions that are applicable to the selected role will be displayed
• Select the site where the interview is being conducted from the dropdown menu (4)
• If the interview results recorded come from a questionnaire, check the box (5) – note that questionnaire responses are reported differently. 
• Mouse over the information icon to view the Guidelines for the question (6) – Depending on the protocol the Show Example button may be displayed. This button will provide sample interview questions that may be useful, especially for the novice user
• Record Collective comments from ALL interviews on a per question basis (7)
• Select an appropriate response based on interviewee feedback (8) - Note: not all questions have to be answered for each interview. Some questions can be left as Not Asked this will depend on certifying body guidelines.
• If comments have been recorded in the Documentation Review or Observation, verification steps for the same question then the View Comments (9) will appear to provide access to that information. Note that this option is only available when comments have been recorded and is not visible for “empty” comments
• Click Done (10) before leaving this data entry page
• To delete the current review selecting the Delete button (11)

Bulk (number of interviewees) Interview

The following information is for entering bulk interview data:

• The number of interviewees (1) represents the number of individual interviews that are being recorded as a bulk interview record
• The Title of the individuals that were interviewed can be entered in the text box (2)
• Select the Role of the individuals that were interviewed (3) – Note: Only interview questions that are applicable to the selected role will be displayed
• Select the site where the interviews were conducted from the dropdown menu (4)
• If the interview results recorded come from a questionnaire, check the box (5) – note that questionnaire responses are reported differently – see Justification Information
• Mouse over the information icon to view the Guidelines for the question (6) – Depending on the protocol the Show Examplebutton may be displayed. This button will provide sample interview questions that may be useful, especially for the novice user
• Record Collective comments from ALL interviews on a per question basis (7)
• Enter the number of positive responses based on interviewees’ feedback (8). The following are an example of how to enter data for special situations:

• If comments have been recorded in the Documentation Review or Observation verification steps for the same question then the View Comments (9) will appear to provide access to that information. Note that this option is only available when comments have been recorded and is not visible for “empty” comments
• It is important to click Done (10) before leaving this data entry page
• To delete the current review selecting the Delete button (11)