Welcome to the Audits module! To help you get started, it's best to think of this system as a hierarchy. You have a place or partner, a master plan for that place, the audit itself, and the specific findings you discover.
Here is a breakdown of the four main components and how they work together.
Sites and Vendors: The Who. Before you can start an audit, you need to define who is being audited. In our system, these fall into two categories.
- Sites: These are internal branches of your own organization. For example, a sister company, a specific factory, or a regional sector.
- Vendors. These are external companies or partners that provide services or products to you under a contract.
Note: The vendor list is your directory of every site or vendor that currently has an active audit or specific data values assigned to them.
The QSheet: The Master Plan. The qsheet is the most important part of the module. It acts as the single source of truth for a specific site or vendor.
Audits: The Event. An audit is the actual assessment or inspection occurring at a specific point in time. These can be internal, checking your own sites, or external, checking your vendors. They can be categorized by type. For example, safety, quality, or financial.
Observations: The Findings. Observations are the individual line items or tasks discovered during an audit. Think of these as children of the audit. One audit might result in five different observations. Each observation can be assigned to a specific person to ensure any issues found are resolved or completed.
To help you visualize how these components work together, here is how each one functions within the system. The site or vendor defines the specific entity being audited, serving as the physical or organizational building where everything takes place. The qsheet acts as the master record and scheduling hub, functioning much like a blueprint and calendar for all site activities. An audit represents the actual inspection event, which you can think of as the walk through itself. An observation identifies specific tasks or findings discovered during that audit, effectively becoming your to do list for follow-up actions.