Who is this article for?

Users responsible for carrying out Audits.

Audit User (AUDITOR) or higherpermissions are required.

This article will lead you through the process of conducting an Audit, from assigning the Auditees, to completing the Questions and submitting the completing Questionnaire.

1. Accessing Questionnaires
2. Making Questionnaire Sections Non Applicable (N/A)
3. Assigning an Auditee
4. Recording Answers
5. Closing a Completed Questionnaire
6. Submitting a Questionnaire

1. Accessing Questionnaires

Questionnaires can be completed once the Audit has been progressed into Ongoing status, and the sections assigned to an Auditor have been checked out by them.

To view the Questionnaire associated with an Audit, switch to the "Questionnaire" tab.

Auditors can only answer questions in the sections of the Questionnaire that they own.

You must answer each of the presented questions.

Some of the questions may have Metadata associated with them from which you select the answer. These user defined fields can take the form of radio button selections and pre-populated text dropdowns.

2. Making Questionnaire Sections Non Applicable (N/A)

Auditors can decide that, in some circumstances, sections on the Questionnaire are not applicable.

If this is the case:

1. Tick the N/A box to the right of the section heading.
   A "Reason for Selecting N/A" overlaid window will be displayed.

2. Provide an explanation as to why this section is Not Applicable.
3. Click Save to confirm.
   The section heading will turn green.

3. Assigning an Auditee

To add an Auditee:

1. Click the Enter Auditee Details icon the second of the four icons to the right of the Questions.
   The Auditee overlaid window will be displayed.

2. Enter the Auditee's name.
   If you wish to record that there was no Auditee, tick the No Auditee box.
3. Tick the Apply to Section box if this applies to all questions within this section.

4. Click Save.

4. Recording Answers

To add answers:

1. Select the "Questionnaire" tab.
2. Reveal the Questions within each section by selecting the Reveal icon to the left of the section heading.
   You will see Questions and any additional user defined fields.

3. Answer all questions within a section.
   Add supporting text to the answer in the text space if the Audit Type demands it.
4. Complete optional actions:
   • Show Associated Information - View attached Standards, Documents and Attached Evidence.
   • Raise a Finding - Raise a Finding against the question.
   • Show Findings - See the Findings already recorded against this question.
   • Attach Evidence - Include Documentary evidence.
5. Click Save as Draft.
   It's recommended that you save as often as possible to avoid losing data.

You may validate your answers within a section by selecting the Validate Answers icon to the right of the Section heading.

Any missing data will be highlighted in red and the section title bar will display in pink.

Complete any missing information before selecting the Validate answers icon again.

When all the required fields have been completed, the section heading will turn green.

You can also validate all of your answers in all of your sections of the Questionnaire by selecting the Validate all my answers icon to the right of the Questionnaire title bar.

Any missing data will be highlighted in red and can be seen by revealing the questions in the pink-coloured section.

Validating your answers does not save them.
Please make sure you select the Save as Draft icon or your work will be lost.

5. Closing a Completed Questionnaire

When all sections of the Questionnaire have been completed and verified, the sections must be checked in.

You can check in individual sections by selecting the Check in icon to the right of the section heading.

Alternatively, you can check in all sections by selecting the Check in all my sections icon to the right of the Questionnaire title bar.

The Audit Owner will be notified by email that all sections of the Questionnaire have been checked in.

6. Submitting a Questionnaire

Only the Audit Owner or an Audit Administrator can submit the completed Questionnaire.

To submit a Questionnaire:

1. Click the Submit the Questionnaire icon to the right of the Questionnaire title bar.

2. Depending on the configuration of your system, you may be required to enter your password to confirm.

3. Enter your password.
4. Click Confirm.

The Questionnaire screen will be updated to include a record of who submitted the Questionnaire.

If any problems are detected, the offending section(s) title bar will turn pink and the problems will be highlighted in red when the Questions are revealed.

These issues have been highlighted because the weighting assigned to the selected answer requires that a Finding is raised against the question prior to submitting the Questionnaire.

Any answer that returns such a warning message must have a Finding raised before the Questionnaire can be accepted.

To correct the errors, the section(s) need to be checked out by the Auditor or Audit Owner, the required Findings added, and  required Action plans created.