As of May 2020, Simplifya's Audits module gives you the ability to add your own audit questions and create audits from them.
Before getting started, you may want to read this article to get a better understanding of the self-audit process.
Navigating to the "Create Audit" page
You can assign audits through the "Audits" sub-module. To assign an audit:
- Click the hamburger menu icon in the top right of the screen.
- In the slide-in navigation, select "Audits", and then "Audits".
- While on the "Audits" tab, click the "Create Self-Audit" button.
Assigning a self-audit
Upon clicking the "Create Self-Audit" button, you'll be given two options for creating your self audit:
- Create New Audit: Build an audit from scratch.
- Create New Audit From Template: Assign users to conduct an audit from a previously customized audit template (see: Creating and Editing Audit Templates).
When building a new audit from scratch, you can save it as an audit template.
When using the "Build New Audit" option, you'll be taken to the Create Audit form. You'll be prompted to select the following:
- Content Type: The question content you want to include into your audit (see: Audit Content: Simplifya, Custom, and Simplifya + Custom).
- Audit Type: Select a Full or Category audit (if the "Content Type" is Custom, you'll also be able to select a Question Group audit). Learn the difference between a "Full" audit and a "Category" audit.
- Location: Select the facility you want to audit.
- Law Types: Select the jurisdiction(s) for which regulations you want to audit for, like state regulations, local regulations, both state and local, or Federal. This field is only present on audits using Simplifya content.
- License(s) to be audited: This dropdown is a list of the license types held at the location you selected. Select the license type(s) you want to audit. This field is only present on audits using Simplifya content.
- Assign to: This dropdown is a list of the users at the location you selected. Select the users you'd like to conduct the audit.
- Audit Due Date: You can select an audit due date. The assigned auditor will receive a reminder email 48 hours prior to the audit due date, but can complete the audit at any time.
- This due date is only for helping with scheduling and does not prevent assignees from conducting the audit.
- Comments: Enter any notes or messages you'd like the auditor to see prior to conducting the audit. This is optional.
- Additional Custom Questions: Include additional custom questions into this Audit Template. This field is only present on audits using custom questions.
- Show compliance status while audit is "In Review": By default, the compliance status of each question is not revealed until the audit is finalized. Checking this box will allow the auditor to see the compliance status of each question before finalizing the audit.
- Create as Training Audit: Checking this box will make your audit a training audit. Click here to learn about training audits.
Answers cannot be changed after the audit has been finalized. If you're conducting the audit yourself, you may want to identify and fix non-compliant issues before finalizing the audit. If you are assigning the audit to another person, you may not want to reveal the compliance status until the audit is finalized so as not to compromise the integrity of the audit answers.
After clicking the "Create Audit" button:
- the audit can now be found in the Manage Audits module, in "Pending" status.
- the assigned auditor will be notified that they've been assigned an audit.
- the audit can be edited to change the assigned auditor and/or the due date.
Using additional custom questions
For audits that use custom questions, the audit creation page will have a section called: "Additional Custom Questions". This section allows you to include extra custom questions to your audit via:
- Custom Categories. Select one or more custom categories. This will add questions in that category, even if they aren't relevant to the selected license type.
- Question Groups. Select one or more question groups. You'll be able to select any Question Groups relevant to the location you've selected.
For more details on custom questions and Question Groups, see: Working with Question Groups.
When an audit's content type is set to "Simplifya and Custom", adding a custom category OR a Question Group is required.
Only Managers and Administrators on the account can assign an audit. The following permissions apply:
- LO Administrators: Can assign audits for any location on the account.
- LO Managers: Can assign audits for any location on the account they belong to.