Third party style audits allow an audit to be conducted in person or via email. In this type of audit the Checklists are created as a template, these can then be consistently used across companies that provide the same products or services.
To create the checklists follow the below steps.
1. Click on the 3rd party button within the sub-system that this audit sits in.
2. On the below page click on the ‘Checklists’ button
3. On the below page click the ‘+Add Checklist’ button
4. This will open the setup page for the creation of the checklist, there are a number of mandatory fields required on this page.
- Checklist Number, the numbering of where this checklist sits in your overall checklist creation
- Checklist Name, the naming associated to this checklist. For example, Catering, Fuel or Ground Handling providers. This is your overall title for the checklist so think about the highest hierarchy here
- Possible answers, alongside the answers of previous checklists such as Yes, No, In part, N/A, Standard audit result and IOSA Audit Result there is an option for a text field to be selected as an answer type
- Assessment Options, allow you to configure how you assess this third party and if certain answers require escalation.
Items not mandatory are the checklist style, this is fixed to Third Party Audit and the method used for this audit (Used as Postal Audit).
You can configure this audit to be carried out by the vendor via email. selecting the dropdown ‘Conducted as Postal/E-mail Audit’ or ‘Conducted by auditor after E-mail Inquiry will display an email message box. A default message is displayed that can be either be used or overtyped, alongside an E-mail Subject box and a Sender E-mail Address box. Leaving the Sender Email Address box blank will default the system to send from your signed in email account.
A completed page using the below examples should look like this;
- Checklist Number ‘6’
- Checklist Name ‘Catering Suppliers’
- Possible Answers ‘Text’
- Audit Editability ‘Checklist is fixed’
- Used as Postal Audit ‘Conducted as Postal/E-mail Audit’
5. Once this screen has been completed clicking on the ‘Save’ button will save this checklist
6. Upon saving you are able to add your checklist items through the Sections and Contents area in the same way as other audits.
7. Once the checklist area has been completed you can use this audit. Head back to the landing page of Third Party Audits and click on the ‘+Add 3rd Party’ button
8. Input the name of the organisation, their location and the main point of contact including E-mail address.
9. Select the checkbox for this Third Party under the Organisation Type area.
10. Select the Checklist that relates to this organisation from the ‘Checklists’ area by checking the appropriate checkbox.
11. Click on the ‘Save’ button to save this information.
The ability to add attachments is for internal use only, attachments are not sent out to Third Parties as part of the E-mail functionality.
12. You can start the audit within this screen by selecting the ‘Start’ button (as shown).
13. This provides the ability to adjust your audit numbering, add or change the audit name and select the 3rd Party from the dropdown list.
You are also able to input / change the main point of contact. If all is as it should be clicking on the ‘Save’ button will start this audit
14. Clicking on the ‘Send E-mail’ button will send you Checklist over to the Third party via a link. The Third party will be able to complete this audit directly in Centrik without having system access. As long as they retain the link they can continue to update this audit.
You then can track the progress of the audit through this screen, including sending out a reminder email if required.
‘View’ allows you to view the answers to the audit checklist. Findings, Actions and Comments can be added via the above screen.
15. Once all of the information that is required has been processed you close the audit using the ‘Close Audit’ button