To select and answer an audit question, expand the Navigation Structure and select the lowest level in the structure that represents a specific Audit Question (1).
The Audit Question consists of different areas that either a) provide information or b) request you enter data.
*Not all audits are identical and some questions may have more or less features and/or requirements.
The figure above shows a list of the most common Audit Question fields:
- The Audit Question selected in the menu (1) is described in detail (2) in the Edit Window
- Guidelines (3) as to how the auditor should determine and validate that the requirement is met
- References (4) are hyperlinks to appropriate samples, examples, training and consulting services that accompany the protocol
- Findings / Notes document the reasons for allocating a specific score (5)
- When completing the Findings / Notes it may be helpful to View Comment(s) (6) recorded during the documentation review, conducting interviews and recording of observations. Comments can be cut from the Comments Window (7) and paste directly into the Findings and Notes area where it can be edited by the auditor
- Scoring section (8) is where the auditor scores the question based on the results from documentation review, interviews and observations. The scoring options are:
O : Verification by OBSERVATION during a facility tour
D : Verification through DOCUMENTATION REVIEW
I : Verification through the INTERVIEW of employees
There are also different scoring types that may be encountered – see Question Scoring Types below
- Not Applicable (9) is an optional feature - Some questions are optional and may not be applicable. By selecting the Not Applicable option the question is removed from the total used to calculate the audit pass/fail grade. This feature is determined by the protocol and can also be applied to entire sections or in some cases only to individual verification methods.
- Marked for Follow-Up (10)– If the user wants to return to this question selecting this option will set the question status icon in the Navigation Pane to Marked for Follow-Up
- In some cases it may be helpful, when writing the final report, to identify specific strengths (11) that were identified.
- Suggestions for Improvement (12) are typically required during an audit if the question did not receive a 100% on any one of the validation methods.
- Marking the suggestion or strength as a key suggestion (13) allows it to be accessed with a single click from the Supporting Documents sections.
- In order to determine if the question meets all the rules that have been set for it, select the Validate this Question (14) button. If every requirement is met, the question status icon will change from Incomplete (!) to Complete (checkmark). NOTE: Validation is run automatically whenever you navigate from one question to another.
- The results of the Validation test are displayed in the Validation Window (15).