Viewing Audits and the Audit Calendar

The audit details view lets you view all the information relating to any audit (that you have permission to see). You can open any audit record by clicking the

icon in the list view. Each audit record has a series of common icons, fields and sections.

The upper part of the audit record contains a series of icons which you can use to perform actions on the audit. Below this, the summary section contains the fields common to every audit record. Below this, the sections let you add / view findings, auditors and auditees, scope items and checklist questions. Finally, the bottom of the record lets you add additional properties to the audit.

1. Audit Icons

The following icons are found at the top of every audit:

- Return to the audit list view (use this icon rather than the back button on the browser)
- If you make any changes to the audit, click this icon.
- Print options. Select which report you wish to print (e.g. audit summary, audit checklist). Click the "Include Base Report Items" option if you want to include your company logo etc. When you click [Generate Report], a PDF will open in a new tab.

The following icons let you perform actions on the audit. Please note that depending on the Audit Calendar and the status of the audit, not all these icons will be shown / available for use.

/ - Confirm the audit schedule / reschedule the audit
- Accept the audit report
/ - Close / reopen the audit
- Raise an observation
- Raise a CA/PA non-conformance
- Raise an Incident non-conformance

The following icons let you view related audits / non-conformances. When you select one of these options, all matching audits / non-conformances will appear in the list on the left. Click any item to show its detail view in the area on the right.

- View all audits which have the same title as the current audit.
- View all audits with the same primary scope as this audit.
- View all non-conformances (from either the Audit or the Incidents module) relating to audits with the same primary scope.

2. Summary

The following fields can be found in every audit record:

Number - Each audit will be assigned a unique number by Q-Pulse.
Title - This can either be typed in, or you can click the icon to select an area of standard, document, department etc.
Calendar - The main category of the audit. You can change the audit calendar by clicking the icon.
Lead Auditor - The person with overall responsibility for the audit. See Managing Auditors and Auditees.
Status - Each audit can have one of the following statuses
- - The audit has a scheduled start / end date, but the schedule has not yet been confirmed.
- - The audit has been scheduled and the schedule has been confirmed.
- - The audit has been performed (it has an actual start date).
- - The audit has been performed, the audit has an actual end date and the audit report has been accepted.
- - The audit has been performed, the audit report accepted and any associated findings have been closed.
- - The audit has been closed
Scheduled Start Date / End Date - The audit must have a scheduled start / end date before it can be saved.
Actual Start Date / End Date - Once the audit has an actual start date, findings can be raised. Once an actual start date is entered, no more findings can be raised.
Closed Date / Closed By - These fields need to be completed to close the audit.
Schedule Confirmed - Tick this box once the audit schedule has been confirmed.

3. Audit Sections

Audit Findings

The Findings section lets you record all the non-conformances and observations relating to the audit. This includes findings raised against audit checklist questions. You can also raise new findings against the audit. For more information, see Raising Audit Findings.

The Summary section lets you add a summary of all the recorded findings. Once all the findings have been agreed, you should accept the audit report. See Accepting the Audit Report.

Auditors / Auditees

This section lets you record all the people who will be participating in the audit. For more information, see Managing Auditors and Auditees.

Audit Scope

The audit scope section lets you add and view the areas of your organisation that are going to be audited, including areas of standard, departments, documents, suppliers, processes, product services as well as risks and risk registers from Gael Risk. For more information, see Managing Audit Scope Items.

Checklists

This section lets you add questions that are to be asked during the audit, as well as the responses to these questions (and scores if required). Please note that any checklist questions with pre-defined responses cannot be used here. For more information, see Managing and Completing Audit Checklists.

Signatures

If the Electronic Signatures feature is turned on, any signatures applied to the audit when accepting the audit report or closing the audit will be shown here.

4. Properties

Each audit can have the following additional properties:

Attachments: You can add pictures, videos or other files relating to the audit. To do this, click the icon, locate the file, then click [OK].
Notes: You can add any additional information about the audit by clicking the icon. In addition, if the audit is reopened or rescheduled, the reason for reopening will be added to the notes section automatically.
Additional Fields: Each audit lets you add the scheduled and actual duration of the audit (in either hours or days). There are also two managed list fields ( - these are customised in the Windows version of Q-Pulse. You can select values for these fields by clicking the icon.