Conducting Audits

Owned by Kyle Gray (Unlicensed)
Last updated: Jan 03, 2024 by Jagoda Brie
6 min read


Step-by-step guide

  1. Select Safety > Audit Reports > Browse Schedule. The Audit Schedule screen is displayed.

  2. Click the [] for the required audit in the Audit Reports pane. The Details tab is displayed.

  3. Click [Edit] and modify the audit details if required.


    Field

    Description

    Audit Name

    Enter the name for the audit.

    Audit Type

    This field is automatically populated when you create the audit in the schedule and cannot be modified.

    Criteria

    Enter the audit criteria.

    Scope

    Enter the audit scope.

    Objective

    Enter the audit objectives.

    Auditor

    Select the name of the auditor.

    Name

    Select the primary contact for the audit. If the contact is not in the system, select ‘Manual Entry’ and complete the required information.

    Telephone

    Enter the primary contact’s telephone number.

    Organisation

    Enter the primary contact’s organisation.

    Email

    Enter the primary contact’s email address.

    Start Date

    Select the actual start date for the audit. This is automatically populated when you click [Start Audit], so it is not a requirement to set this date.

    End Date

    This field is automatically populated when you complete the audit.

    Estimated Start Date

    Enter the planned start date for the audit.

    Estimated End Date

    Enter the planned finish date for the audit.

  4. Click [Update].

  5. Select the Checklist Setup tab. The default checklist associated with the audit type is displayed. Modify the checklist as required.


     Field

    Description

    Checklist Drop-Down List

    Select the required checklist template for this audit.

    [Add Checklist Item]

    Click [Add Checklist Item] to add additional checklist items for this audit.

    [Add Header]

    Click [Add Header] to add additional checklist headers for this audit.

    [Allow Expected Outcomes]

    Click [Allow Expected Outcomes] to add an Expected Outcomes text box for each checklist item, which guides the auditor with the expected outcomes.

    [Save As Template]

    Click [Save As Template] to save the current checklist as a new checklist template.

    [Add Items From an Existing Checklist]

    Click [Add Items From an Existing Checklist] to incorporate an additional checklist for this audit.

    Print Checklist link

    Click the ‘Print Checklist’ link to print a copy of the checklist to use during your audit.

     

    Click the up and down arrow icons to sort the order of the checklist items.

    Click the pencil icon to edit the header or checklist item for this audit.

    Click the trash icon to delete the header or checklist item for this audit. If you remove a header, all checklist items below the header are also removed.

  6. Click [Start Audit]. The checklist is converted from the setup to audit mode and the Documents, Findings and Summary tabs are displayed.

Step 2 – Assess Checklist

  1. Select Safety > Audit Reports > Browse Schedule. The Audit Schedule screen is displayed.

  2. Click the [] for the required audit in the Audit Reports pane. The Details tab is displayed.

  3. Select the Checklist tab.



  4. Record the compliance status for each checklist item. If you do not need to create a finding or action for the checklist item, you can click the shortcut icons to record the compliance status. For example, [C] for Compliant, [NA] For Not Applicable etc. Proceed to Step 11.

    (Alternatively, if you wish to make additional comments about the checklist item and create a finding or action, click [Audit] for the required checklist item and proceed to Step 5)

    The compliance status options are customisable for each organisation. To setup the compliance status options, select Safety > Setup > Audit Options and select the Customisable Fields tab. Select ‘Compliance Status’ from the drop-down list and use the pencil icon to edit an existing status or click [Add Record] to add a new status.

  5. Select the compliance status and enter any relevant comments.



  6. Click [Create New Finding] if this checklist requires a finding and action to be entered. If a finding is not required, proceed to Step 10.

  7. Complete the finding and action details and click [OK].



  8. Continue creating additional actions for the finding and click [Create]. The system automatically assigns a number to the finding and action(s).

  9. Click [Update].

  10. Click [Update]. The Checklist tab is displayed and the compliance status is indicated with the relevant colour coding. The documents icon [] indicates that there are assigned actions against the checklist item.


  11. Continue Steps 4-10 for all remaining checklist items.

  12. Select the Documents tab.

  13. Upload any relevant images or documents in the Documents tab.

  14. Click [Request Comment] if you have created findings that require actions to be completed by individuals. All users with actions are sent an email prompting them to respond to their assigned actions.

Step 3 – Conclude Audit

  1. Select Safety > Audit Reports > Browse Schedule. The Audit Schedule screen is displayed.

  2. Click the [] for the required audit in the Audit Reports pane. The Details tab is displayed.

  3. Select the Checklist tab.
  4. Click [] to select the required safety officer role as the Champion/Lead Investigator for each report risk level.
  5. Ensure all the checklist items are assessed. Audits are unable to be closed, until all items have been assessed. Unassessed items are displayed with a grey status indicator.



  6. Select the Documents tab.

  7. Ensure all the relevant documents are uploaded.

  8. Select the Findings tab.
  9. Ensure all actions have been processed. Actions displayed in yellow are open. To close an action, click the pencil icon and update the status to ‘Completed’.



  10. Select the Summary tab.

  11. Click [Edit].


  12. Enter the Executive Summary, Summary of Findings, Opportunities for Improvement and adjust the risk rating if required.

  13. Click [Add Sign-off Personnel] to assign sign-off personnel for the audit if required. Select the required sign-off personnel and click [OK].

  14. Click [Update].

  15. If you have assigned sign-off personnel, click [Request Sign-offs]. The system emails all sign-off personnel instructing them to sign-off the audit. Alternatively if sign-offs are not required, proceed to Step 15.


  16. Click [Close Report]. This button is only enabled once all sign-offs have been obtained (if applicable) and all checklist items are assessed.

  17. Click [Export]. The Export Options dialog box is displayed.


  18. Select the required template from the Export File drop-down list.

  19. Click [Export]. The audit report is opened in Microsoft Word 2007.




  • Air Maestro contains default export audit templates. You can customise these templates with your organisation’s colours, logos and fonts if required. Contact Avinet for instructions.
  • To export the audit report to Microsoft Word, you must ensure you have Microsoft Word 2007 or later installed on your computer.





Auditing Module Guide: