Audit Templates contain the audit details and questions. The details include the scoring labels and thresholds (set in the Audit Type), whether the audit will automatically reschedule and how often, e.g. Every month/year etc.
The Audit Structure Explained
Audits have a 3 tier format: Section > Requirement > Evidence Questions.
- Each Audit has at least one Section. In the example below, our Audit has a single Section called "Health and Safety Checks"
2. Each Section is split into the various different Requirements. You can view these from within an audit by expanding the Section using the > icon to the left hand side of the Section. In the example below, our Audit has 3 Requirements in the Health and Safety Checks section, HS1 - HS3.
3. The Requirements then contain the audit evidence questions.
Create a New Audit Template
To create a new Template, select Administration from the left hand menu...
...then Audit Templates from the Admin Dashboard.
Here you see a list of all the existing Audit Templates in your System.
To create a new Template click Create and enter the details for the audit:
- Name – The audit type name, e.g. Health and Safety Audit, Infection Control Audit etc.
- Audit Type – Select the audit type that applies to the audit template. The Audit type is where the scoring thresholds and colour coding are pulled from (for more information please view this article: Audit Type)
- Description – An overview of the audit and its contents should this be required (optional)
- Default Authoriser – The default role that will be assigned to authorise the audit. This can help to save time when scheduling audits as this will enable the Authoriser field to prepopulate for you.
- Rescheduling – Select whether the audit will automatically reschedule after step 1 of the audit (Audit Questions) is completed, be user prompted after step 1 of the Audit is completed, giving the user the option to change the suggested date if they wish, or not reschedule at all, i.e. a one off audit or one that does not have a regular schedule.
If you select Automatic from the above options, you are given the option for how often you would like the audit to occur
- Recurs Every – If rescheduling has been selected choose the rescheduling period.
- Allow Ad-hoc Evidence – Allow extra evidence checks to be added as the audit is performed. These extra checks are created by the auditor as they are completing the audit and are not added to the template.
- Include ad-hoc evidence in score – If the template is set to include ad-hoc evidence decide whether this evidence is included in the audit score calculations.
- Confidential Audit – The audit can only be scheduled and viewed by those users with the correct permission. The audit is viewable by all users once it is authorised.
In order to create the Questions, you can either import them via a spreadsheet using the Import Excel Template option or you can create them from within Radar. Should you wish to create the audit via a template import, please contact support for a copy of the template and instructions of how to setup the template.
Your new audit template will now be appearing in the Audit Template list, however you will notice that it will be showing as Invalid (unless you used the excel import). This is because you have not yet added any questions to the audit.
Creating the Audit Questions
To start adding the questions to your audit, you first need to add at least one Section.
Select Actions against your newly created audit and select Sections
Click Create and give your new Section a Reference code and a Name.
It is advisable to keep the Reference something standard throughout the audit, for example for a Health and Safety Audit, you might want to use a reference HS, for a Data Protection audit, your reference might be DP. This is so that when viewing and audit questions and any actions linked to them, there is a clear visibility of what type of audit the reference relates to.
Enter a description if desired (optional)
You also have the option to mark a Section as a Priority Section and give a minimum score allowed for this Section of the audit.
This means that regardless of the score for the rest of the audit, if the Section marked as a Priority achieves a score lower than that given here, the audit as a whole will be marked as a Fail. See example below:
On the audit PDF export, you will be able to see which of the sections was marked as Priority:
Once you have entered the details for your Section, click Save.
Continue until you have all the required Sections listed - your audit may just contain a single Section, or you may wish to split it into more than one Section.
Next you need to add your Requirements (remember, the Evidence Questions all sit within Requirements).
From the Section that your Requirement will belong to, click Actions and then Requirements.
Click Create and once again enter Requirement reference code and a name for this Requirement. Again it is advisable to maintain a standard audit Reference throughout your Requirements, e.g. for a HS audit, prefix your Requirement with HS. This will make referring to questions and related actions much easier later down the line. The below Reference example (HS1-FS) makes it easy to see that this is the Fire Safety Requirement within a Health and Safety audit. Any Actions linked to a question in this audit will display this reference code.
Enter a description if required (optional) and click Save.
Continue to add Requirements for this Section in the same way. As with the Sections, your Audit may have only a single Requirement, or you may have multiple Requirements.
When deciding on whether to split your questions into different Sections/Requirements or not, you should consider:
- How do you want to report on the Audit? If you need to see that there are issues in a particular area, e.g. with Fire Safety, or with Training, it is advisable to split them into different Requirements so you can report on them easily and compare results
- User navigation - consider how the audit will appear to your users and whether from a usability point of view it would be beneficial to split the questions up into Requirement categories rather than them being in a single mass.
3. Evidence Questions
Finally, select Actions against the first Requirement and select Evidence.
Click Create to add your first question. The Reference code for the evidence question will automatically default to be prefixed with your Requirement Ref-1. This can be changed if you wish to use a different referencing method, or if you have created your questions out of order and need to re-number them.
In the Name field, enter the question itself.
N.B. If you are using the standard scoring on your Audit Type, all questions must be Yes/No/NA questions, where the Yes is a positive answer and a No is a negative answer (please see Audit Types for more information on the scoring).
You can also choose whether each question requires mandatory comments and/or mandatory document uploads by checking the relevant box.
Once you have entered your question, click Save.
Repeat this process for each of your questions, Requirements and Sections until your audit template is complete.
Once you have entered questions in to each of your Requirements and Sections (if you have multiple), your audit template will show as "Valid" from the Audit Template list and is ready for you to Schedule.