The Regulator Type Subsystem is used mainly by authorities, with the ability to Audit and assign Findings to an Organisation.
The Organisation can have access to Centrik, to look at the Finding, Create an Action Plan and Submit an Action Plan. Once the Finding is Submitted it can be closed off by the Regulator.
The landing page for a Regulator looks slightly different
Organisations – A list of all organisations within your Centrik site, if an organisation is not listed it can be created within this area.
1. Click on the ‘Organisations’ button.
A summary page is displayed with the ability to filter organisations, or search for organisations.
Adding an organisation
1. Click on the ‘+Add Organisation’ button
2. Starting on the highlighted ‘General’ tab enter in the information relating to this organisation
Name – The name of the organisation
Location – The location of the organisation
TLA – The Three Letter Acronym of the organisation
Oversight Period – How many months you want to have oversight for
Internal? – defaulted to an external organisation
Organisation Type – The type of org this is, selectable via the checkbox
3. Enter in a name for the Org
4. Enter a location
5. Enter a TLA (optional)
6. Enter in Address details (optional)
7. Check an Org checkbox that relates to this Org type
8. Click on the ‘Save’ button
9. Select the ‘Key People’ tab.
10. Click on the ‘Edit’ button.
11. Input the information in the boxes regarding the main point of contact
12. Under the Key Individuals area this is the area for the Regulator to enter their team including the Accountable Manager (if there is one) and any designated Inspectors (if an individual is within your organisations contact list you will be able to select them, you are able to add multiple individuals in this box)
13. After entering in all of the relevant information, click on the ‘Save’ button
14. Select the ‘Contact tab, here can enter in an individual from the added organisation either as a contact or as a contact with system access. If a finding is raised during an audit this contact can respond with a corrective action plan, root cause analysis directly in Centrik
15. Click on the grey ‘Add Contact’ button.
16. Add in the Name of the contact, Job title, Email address alongside any other information you wish to include, and click on the ‘Save’ button
17. To grant them Centrik system access, click on the ‘Grant Access’ button and follow the steps of adding a contact
When all Organisation details have been completed you can move onto the Checklist button on the landing page.
Checklists – An area to crate checklists that can be used to audit organisations and display continuous oversight.
Clicking the grey ‘Checklists’ button will direct you to a checklist landing page. This page summarises the checklists created in this area and which organisation they are applicable to.
To change or amend a checklist to an organisation type, click on the ‘Edit’ button and check the checkbox, making that checklist available to that org type.
Creating a checklist
1. Click on the ‘Create New Checklist’ button.
2. Complete the screen by entering a checklist number (the order it sits in the overview landing page), a checklist name, the style of checklist, the possible answers, audit editability
3. Click on the ‘Save’ button.
Once saved this enables the ability to add in the required sections and contents.
4. Click on the ‘Edit’ button.
5. Click on the ‘+Add New Section’ button
6. The section number is autogenerated but can be overridden, add in a section name and either add headings and items or items only using the ‘Add Heading’ and ‘Add Item’ buttons (you are able to add any references in this area)
7. Click on the ‘Save’ button.
Inspections – An area that houses an overview of inspections and their phases including any closed audits.
Selecting the inspections button will direct you to the inspections landing page.
Adding an inspection
1. Click on the ‘+Add Inspection’ button
2. Add in an audit number (pre-populated but can be overridden), a title of the audit, select the organisation from the dropdown list, select a date for the audit and finally add in any comments (if required)
3. Click on the ‘Save’ button
Completion of this displays an overview summary where the audit can be prepared, auditors selected, and checklist associated to this audit.
All audit details can be entered by clicking on the ‘play’ buttons of each section
Date planned – The date when the audit is planned to occur (selectable from a calendar view), alongside a comment box. Details are entered and the ‘Save’ button is clicked
Date Agreed – The date when the audit is agreed to occur with the organisation (selectable from a calendar view), alongside a comment box. Details are entered and the ‘Save’ button is clicked
Team Assembled – The team who will carry out the audit, clicking on the ‘Add’ button and selecting a name from the lists (linked directly to the contacts module), clicking on the ‘Save’ button will lock in these details
Travel Arranged – Details of any travel requirements, clicking the ‘Save’ button will lock in these details
Checklists Selected – The checklist that will be used during the audit, clicking on the ‘Add’ button will allow selection of the checklists to be used
You are able to use the entire checklist (no action is required) or using the ‘Select Items’ button select which parts of the checklist to use
1. Click on the ‘Select Items’ button.
2. Expand the contents box by clicking on the arrow
3. Uncheck an item not to be audited against
4. Click on the ‘Save’ button.
The summary page will provide an overview of the audit and a % for completion.
Clicking on the ‘play’ button will provide further detail on the audit
‘Send E-mail To Team’ button will notify those carrying out the audit of the audit details.
Inspectors starting an audit.
Any individuals listed as carrying out the audit will be notified via email and through Centrik.
1. Individual clicks on the link provided to access the audit or gains access through the inspections overview page
2. Click on the ‘play’ button within the Audit section
3. Click on the ‘Start’ button for the appropriate checklist
4. Complete the onscreen details, audit name, ensure that the organisation selected is correct.
5. Click on the ‘Save’ button
6. Select the checklist section.
7. Click on the ‘Edit’ button and complete the checklist
8. Raise any non-conformance through the ‘Add Finding’ button
9. Click on the ‘Complete Audit’ button to complete the audit
10. Click on the ‘Audit Phase Completed’ button when all checklists have been completed
11. Click on the ‘play’ button in the Close-Out section, add a comment and click on the ‘Close’ button
Findings button
This button provides a summary overview page of all audit findings.
Actions button
An area that collates all Actions from Audit inspections.