Any checklist items that do not conform will be marked accordingly. These items will be viewable from the audit overview page.
When a section has been completed a tick will appear under the Done column. There is an overview of all checklist items as well as a button to view all non-conforming items.
1. Click on the ‘View on-Conforming Items’ button
A list of all the non-conforming items is displayed.
Immediately below the non-confirming items is an area where you are able to add a finding.
2. Click on the ‘+Add a Finding’ button
The screen is put into edit mode and you can add in the details for the finding. There are several items that need inputting on this screen.
Depending on configuration of your system the finding number might be auto populated (this can be overtyped if required), a finding title is required alongside a severity of the finding (these can be configured if required). A description field titled Specific Finding is available, but completion is optional, this allows you to document the exact finding in detail.
3. Once the finding details have been entered you need to link the created finding to any failed items, this is achieved within the failed items section. Ticking the check box next to the failed item will link these together. You can tick more than one check box if this finding relates to more than one failed item
4. The next part of the process is to categorise this finding, this will allow you to pull KPI reports at a later stage (categories can be configured upon request). Scroll down the page until you see the Categories area and complete the categorisation, there is often a link to your Risk module here as well (configuration may be required)
Categorise this finding, link this finding to your Risk register, or create a new Risk Assessment (optional as a default and requires an increase in access right levels)
5. The next stage is inputting a Responsible Manager for this finding, add in a date for an Action plan Due By and a Closure Due By date (configuration maybe required)
6. Click on the ‘Save’ button
During the finding creation process and when linking a finding to a non-compliance you can create links, or relationships to previous findings.
Within the finding there is a Relationship button.
Clicking on the ‘Add’ button enables this section.
Typing in the centre box will populate with previous findings that have been previously created.
Selecting from the dropdown list for the appropriate finding followed by clicking on the ‘Save’ button will create a relationship for this finding.
A play button allows you to view this linked finding.
If your system is configured to use the process of release, submit action plan, act and close then you will see an Inspector area together with a 'Release' button displayed.
Clicking on the ‘Release’ button will release the finding and notify the finding owner.
The responsible individual will receive notification and a link to the audit in relation to the finding or findings that have been raised. Depending on configuration finding owners are able to postpone any deadlines by clicking the ‘postpone’ button and providing a reason.
Any remaining findings need to be categorised in the same way. All findings are collated with the checklist overview.
7. Clicking on the ‘Complete Audit’ button will close the audit