How to Create an Audit Checklist

  Who is this article for?  

  Audit Managers responsible for managing the Audit module.

 Audit Manager group membership is needed.

During an audit you can complete a series of questions to confirm compliance in line with the scope of your audit.  

This article provide details on how to create and configure checklists but it does not go into detail on how to perform an Audit. For information on performing an audit please see How to Perform an Audit.

This article is split into six sections:

1. Create a New Checklist
2. Add Questions to a Checklist
3. Re-order Questions on a Checklist
4. Assign Associated Items
5. Set Checklist Security
6. Further Reading

1. Create a New Checklist

To create a new audit checklist:

1. Log in to Ideagen Home and launch Q-Pulse Essentials to access the Audit module.
2. Expand Audits and select Checklists.
3. Click Create.
4. Enter the required information:

• • Code: A unique identifier for the checklist.
  • Title: The name of your audit type.
  • Description: A clear and concise description of the type. 

5. Click Save and Continue.

Tip: If you're still working on configuring your audit module then consider leaving the Active checkbox unticked. This will allow you to continue working on configuring the module without the risk that an auditor will use it to raising findings before you are ready for them to do so. You can return to this area later and activate the type when you are ready to go live.

2. Add Questions to a Checklist

Questions are structured into groupings called Sections. Each section can be made up of one or more questions.

Important: Before you can proceed with these steps you will need to configure question responses. For more information on creating responses please see How to Create Question Responses.

To add questions to a checklist:

1. Open your checklist.
2. Apply any changes.
3. Click Save.
4. Click on the Questions tab.

5. Enter a section title
6. Click on Create to create a new question within the section.
7. Enter the required information:

• • Code: A unique code to refer to this question.
  • Question: The question text.
  • Help Text: Useful guidance to assist the auditor.

8. Choose whether or not you need to share access to edit this question with other users by clicking Enable Edit.
9. Select the users/groups if required.
10. Click Active if you are ready to begin using this question.
11. Select the responses.
12. Click Save.

No responses available? Remember you will need to configure question responses before you can add them to questions. For more information on creating responses please see How to Create Question Responses.

3. Re-Order Questions on a Checklist

To re-order questions on a checklist:

1. Open your checklist.
2. Go to the Questions tab.
3. Click and hold the selection order button and drag and drop the questions.

4. Click Save.

4. Assign Associated Items

Associated items are areas of the business that the checklist is related to. In some instances this could be a clause in an area of standard and in others it could simply be the department or business unit.

To assign associated items to a checklist:

1. Open your checklist.
2. Go to the Associated Items tab.
3. Under Organisational Areas click Select. 
4. Choose the organisational area.
5. Under Standards click Select. 
6. Choose the standard you would like to associate.
7. Under Associated Documents click Select. 
8. Choose the document you would like to associate.
9. Click Save.

5. Set Checklist Security

By default, only administrative users will have access to edit the checklist. However, this can be changed so that users or even groups of users can share responsibility for managing the checklist.

1. Browse to the Restrict permissions section.
2. Select Enable edit.

Additionally, only auditors who have been assigned to the checklist have access to use it. To assign an auditor:

1. Browse to the Auditors section.
2. Click Select.
3. Choose the auditor groups that have access to use this checklist.
4. Click Save.

6. Further Reading

• How to Create Audit Types
• How to Create Question Responses
• How to Schedule an Audit
• How to Edit or Deactivate Audit Types