Who is this article for?
Users who are accessing Coruson on a browser.
Permission to edit Audits are required.
This article will cover working with an Audit from the Scheduled stage to the Closed stage. It will also cover the different tabs; what they are used for and how they affect the status of the Audit.
- Preparation Before Starting an Audit
- Progressing and Performing an Audit
- Accepting an Audit
- Closing an Audit
Preparation Before Starting an Audit
Confirming the Schedule
Before beginning an Audit, it is good practice to confirm the Schedule of the Audit before continuing. This can be completed by clicking the blue button and selecting 'Confirm Schedule'. This will mark the Audit with the status 'Schedule Confirmed'.
Before beginning a workflow, a number of actions can be taken to prepare the Audit for work. These preparations can include:
- Adding, removing and moving Stages in the Workflow
- Adding and removing tasks for users to complete as part of the Audit.
- Changing Stage and Task Owners
- Preparing guidance for the users who will be completing the tasks.
- Adding a Response to the Task Stages.
- Adding and removing Acceptors.
- Making Stages dependent on a later stage.
When the Workflow has been prepared in a layout which has been agreed on then users can click the 'Start' button in order to begin the Workflow.
Tip: Starting the Workflow will change the Status of the first Stage to 'In Progress'. This will allow users to start working on the Audit Workflow. This is useful if there are a number of preperation Tasks which can be completed before Performing the Audit.
Like the Workflow tab, a number of preparation steps can be taken within the Report tab before starting an Audit. These steps include the addition or removal of:
- Scope and the editing of their Purpose.
- Auditors or Auditees.
- Checklists to be completed as part of the Audit.
- Findings reports before the Audit begins.
- Any Attachments to be used against the Audit.
- An Audit Summary.
The Audit must be in the 'Perform' stage in order to begin working through the Audit Notes tab properly, however, there are a number of preparation steps that can be taken while the Audit is still 'Scheduled' or 'Schedule Confirmed'. These steps include:
- Adding Sections, Questions or Notes to an existing Audit Checklist
- Editing a Sections title.
- Removing a Section
- Removing a Question by hovering over one and clicking the which appears.
- Adding or removing Additional Details, Attachments or Ares of Standard to checklist questions.
Note: All of the above preparations can be carried out at the 'Scheduled', 'Schedule Confirmed' or 'In Progress' stages. This allows users to change the configuration of the Audit if something was potentially overlooked.
Progressing and Performing an Audit
To begin Performing an Audit, make sure that the Workflow has been started. You will then be presented with the following button to 'Perform'.
This will change the status of the Audit to 'In Progress'. When the Audit is in this status, more sections of the Audit tabs will open up for editing.
Users will now have the ability to continue working on the Workflow tab allowing them to work on the various stage and tasks as well as Close Stages when completed.
Important: Closing the Perform stage on an Audit will progress the Status to 'Performed'. Audits can no longer be deleted when they have passed the 'Performed' stage. Audit Notes cannot be filled out past the 'Performed' stage.
Users should now have the ability to add answers to their checklist questions under the 'In Progress' status. On top of this, they will also unlock the ability to raise a new Finding based on a particular checklist question.
Accepting an Audit
If the user has completed the Perform stage then many of the Audits changes become locked. User will not able to make any of the following changes:
- Editing the Scope of the Audit
- Adding, removing or editing questions within the Audit Checklists
Tip: If the 'Perform' stage was closed in error then the user can click the icon to reopen the stage. This will place the Audit back to the 'In Progress' stage.
Clicking the 'Start' button on the Accept stage will allow the users specified to Accept the results of the Audit. If there are any users who are unable to Accept for any reason, you can also 'Accept on Behalf of'.
When the user is satisfied and has had the Audit accepted, they can then Close the stage. This will change the status of the Audit to 'Accepted'.
Closing an Audit
When the user is satisfied that the Audit is complete and all stages are marked as 'Completed' then the Audit can be closed. A prompt like below will appear and clicking the 'Close' button will show a confirmation messaging asking the user if they are sure they wish to close the Audit.
Important: Users are able to re-open 'Closed' Audits, however, stages cannot be reopened or checklist questions changed. Users may only add or remove Locations, Auditors, Auditees, Findings and the Audit Summary within the 'Report' tab.