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The Audits Module

Audits are conducted throughout the workplace to inspect compliance. They are used to analyse health and safety processes to ensure safety for everyone in the company. Conducting an Audit can show a lot of information about a company's processes, such as health and safety policies and procedures, and if they are up to standard, and the correct measures are in place. Audits can be carried out at set times, for example, monthly or weekly. The system allows audits to be documented and provides a trend analysis functionality for audits.

Documenting Audits

When initially adding an audit, the system requires basic information, such as the type, completion date, location, and the project. When this information is added, administrators can fill out the forms that were applied to the audit type when creating the audit. Audit Forms can be digitised using the ‘Form Builder’ module. Multiple forms can be configured into one single audit type to allow audits to be completed and scored by section.

Audit Scores and Trend Analysis

The system calculates audit scores when audit forms have been filled. Audit scores can be configured in the digitised form. It is possible to create weighted scores.

The system includes the Trend Analysis functionality. A trend analysis is used to identify audit patterns and trends over time. This is beneficial as it can help predict future outcomes and show areas that need improvement. A score summary shows for each audit. 

This functionality allows filtering of data, where specific time periods can be selected to show the matching details. Dropdown options can also be used to show different elements, such as the audit type, location and project.

Status and approval 

Administrators can approve and reject audits. This is done to ensure audits are fully and accurately documented.

The audit statuses are:

• Approved – the audit has been approved by an administrator
• Awaiting Approval – the audit needs to be approved
• Rejected – the audit was rejected by an administrator
• Forms to be filled – forms added to the audit need to be filled
• Corrective Actions Missing – corrective actions need to be added to the audit

Creating Audit Forms in Form Builder

Creating Audit Forms is the first step when adding an Audit to the system. Audit forms can be digitised in the Form Builder module. It is important to create Audit Forms because they can include details about the audit, and about the company being audited. Audit forms allow users to upload relevant documents and add comments to include more detail.

Assigning Corrective Actions from an Audit

Corrective actions are implemented to identify the root cause of issues and can help prevent accidents from occurring. The Audit functionality can automatically identify items that require corrective actions, based on the score that is achieved.

Adding corrective actions includes:

• Documenting the issue - include the problem description and any relevant details
• Identifying the root cause – what caused the issue
• Implementing action(s) that is required to solve the issue

When implementing action(s) to a corrective action, it can be helpful to implement SMART actions:

• Specific - enter exactly what needs to be done to resolve the issue
• Measurable - include what is needed to track progress of actions being taken
• Achievable - set a realistic but effective goal 
• Relevant - make sure the actions align with the objectives
• Time - Bound - set a time frame to ensure the actions are completed quickly