The audit workflow is a 3-step process:
- Schedule – set up either a one-off audit or create a scheduled series of audits
- Conduct – work through the audit, record your findings and evidence
- Review – review the completed audit and sign it off
The status of an audit is clearly marked as it progresses: ‘Scheduled’ (Step 1), ’In Progress’ (Step 2), ‘Awaiting Review’ and ‘Reviewed’ (Step 3).
Step 1 – Schedule an Audit
Activ offers the facility both to set up a one-off audit and to create a scheduled series of audits. You can choose the most appropriate option according to circumstance.
A one-off audit would be appropriate for audits that are driven by events that occur at irregular frequencies, such as assessing a process following a customer complaint, accident or major security incident.
For audits that you know will need to be repeated at a regular frequency, for efficiency you can set up a scheduled series of audits. You specify the audit template and frequency and Activ will automatically generate the series of audits over a 3-year horizon, with reminders to the auditor as each audit’s scheduled date approaches. This would typically be used for an internal audit programme of a quality, environmental, H&S or information security management system or a series of workplace H&S inspections.
See Step 1 – Schedule an Audit or Create a Scheduled Series of Audits.
Step 2 – Conduct an Audit
All scheduled audits (whether one-off or part of an automatically-generated series) are listed on the Register. Open any audit by clicking on it in the list. Audits are displayed in a workflow form to ensure consistent capture of responses (findings) and supporting evidence.
‘Simple’ audits follow a “checklist form” format, with all questions listed on one page. ‘Advanced’ audits are displayed one-question-per-page with navigation between pages, to allow for more detailed responses (findings) and evidence to be recorded. See Step 2 – Conduct an Audit.
Step 3 – Review an Audit
Review is the final stage in the workflow of an audit. When an audit has been completed it is ready for review (sign-off). If the designated reviewer is not the auditor themselves, the reviewer will be automatically notified that the audit is awaiting review. See Step 3 – Review / Sign Off an Audit.
