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Release and monitor audits

As soon as audits are generated and the start date of preparation is reached, the audit owner roles responsible can view the audits in My tasks. You can Hand over object hand over or Delegate object delegate objects to another role.

Prerequisite

You have the Audit owner role.

Procedure. Procedure

    Audits with the status 'In preparation'

    1. Open the list of audits.

      1. Click Home Home > My tasks. Your tasks are displayed. Initially, tasks with the Open status are displayed.

      2. Filter the list by audits with the Audit object type.

      3. Check the due date. To do so, sort the list in Sort ascending ascending or Sort descending descending order by clicking the column header.

    2. Edit the required fields.

      1. Click the name of the audit you want to edit. The form divided into Task and Information is displayed. Use Structure and Gantt chart to gain an overview of the associated audit steps and periods.

      2. Edit the mandatory fields (Mandatory field, Recommended field) and the optional fields.

    3. Describe the scope in detail.

      1. Click Refine scope Refine scope in the Audit scope row. The assigned hierarchy element is displayed with all subordinate hierarchy elements. Initially, all subordinate hierarchy elements are specified as the scope.

      2. Disable (Check box disabled) the check boxes of the hierarchy elements you do not want to keep as the scope. Alternatively, use Check box enabled Select all/Check box disabled Select none.

      3. Then click Apply selection Apply selection. The details of the scope are saved.

      4. Click < Back or use the breadcrumb navigation to return to the form.

    4. Save your entries and select the status 'Released'.

      1. Click Save Save. Your entries are saved. The status is automatically set to In preparation. If the preparatory phase is not complete yet, keep the In preparation status.

      2. If you want to conclude the preparatory phase, select the Released status and save your entries again.

    Your entries are saved. The preparatory phase was completed and the audit step owner roles responsible can view the audit steps in My tasks. The users responsible are notified automatically by e-mail.

    Audits with the status 'New' and 'In progress'

    1. Open the list of audits.

      1. Click Home Home > My tasks. Your tasks are displayed. Initially, tasks with the Open status are displayed.

      2. Filter the list with the Audit object type.

      3. Check the due date. To do so, sort the list in Sort ascending ascending or Sort descending descending order by clicking the column header.

    2. Edit required fields.

      1. Click the name of the audit you want to edit. The form divided into Task and Information is displayed. Use Structure and Gantt chart to gain an overview of the associated audit steps and periods.

      2. Edit the mandatory fields (Mandatory field, Recommended field) and the optional fields. For example:

        1. Click the audit type and enter a detailed description.

        2. Enter which organization or person is responsible for the audit.

        3. Describe your conclusion of the audit on the basis of all of the goals and knowledge. If the status Non-compliant, Not auditable, or Not completed is selected, Result becomes a mandatory field.

        4. Assign audit steps to the audit or create new audit steps.

        5. Edit or deactivate the audit steps that are not yet completed by the audit step owner. The audit step owner is informed about the change.

      3. Reset the audit steps that were completed by the audit step owner, in order to edit them. The audit step owner is informed that the audit step must be edited again.

    3. Save your entries and select the status.

      1. Click Save Save. Your entries are saved. The status is automatically set to In progress. If you want to continue later, keep this status.

      2. If you want to complete the audit and thus close the assigned audit steps, select the status Compliant (without objections), Non-compliant (with objections), Not auditable, or Not completed, according to the result. You must provide a reason for the status Non-compliant.

      3. If you changed the status, save your entries again (Save).

    Your entries are saved. If you saved the status Compliant, Non-compliant, Not auditable or Not completed, you can no longer edit the audit. Assigned audit steps that still have the status New or In progress at this time are automatically closed and given the status Not completed. The audit is then displayed to the audit reviewer responsible for review in My tasks. The users responsible are notified automatically by e-mail.

    If the audits are not answered within the predefined audit period, they have the due status Overdue when checked. Audits with this status can be edited.

    Next step: Perform audit steps