All upcoming and completed audits are listed within the "Manage Audits" sub-module
Here is the life cycle of a self-audit on Simplifya, from scheduling your audit to delegating items of non-compliance (i.e. Action Items) to your team members:
Step 1: Create the audit
To create your audit, visit the "Manage Audits" sub-module. Above your list of audits, you'll see the "Create Self-Audit" button. Clicking that will take you to the page where you can schedule the audit for the location and license you'd like to have audited.
Fill out the following information:
- Due date (when you'd like the audit to be completed), categories to audit)
- Notes (this field is optional, but gives you the chance to relay any important messages to the team member conducting the audit).
Note: You have the ability to create a Full or Category audit when creating an audit. To understand the difference, read What's the difference between a FULL Audit and a CATEGORY Audit?
Step 2: Conduct the audit
The user assigned the audit can conduct it on the iPad app or the web app. If you'd like (and are on wi-fi), you can even conduct it on a tablet via your browser. We've made it mobile responsive.
Conducting a self audit within the Simplifya iOS app
As they go throughout the audit, they'll answer the questions in one of three ways: "Yes", "No", or "Pending". Note that "Yes" doesn't necessarily mean compliant and "No" doesn't automatically mean non-compliant. Our questions are written as needed to best represent the regulations they pertain to.
On each question, you'll also be able to add notes and add pictures. Think of these as references you can review later, or a way to provide proof of why a question was answered a certain way. Once all questions have been answered, you can move on to the next step.
If you're trying to decide whether to do an audit on the iPad or the web app, check out What are the benefits of using the Simplifya iPad app?
Step 3: Sync the audit
For users conduct an audit on the iPad, syncing the audit is the way that the local audit data (questions, answers, photos, notes) goes from the tablet and back to Simplifya's database.
Since the mobile app gives you the power to conduct an audit without internet access, the sync stage is only necessary for users conducting an audit on the tablet.
Note: You'll need to be connected back to wi-fi to use successfully sync your audit data.
Step 4: Review the audit
Once you've synced the audit (for the iPad) or completed it on the web app, the audit will be in the "In Review" stage. This your chance to review your answers, add to your notes, add more pictures. It's also a good opportunity to revisit any questions marked as "Pending" to see if you can uncover the answers.
Log into the website and navigate to the "Manage Audits" sub-module. Your audit will appear in the list of audits with a blue label.
|Tip: If you're having trouble identifying which audit is yours (and you don't remember the audit number), look at the "Due Date" for the audits in the list.|
When reviewing the audit, you'll notice that we don't give you the compliance status of the question. That's on purpose, and to help you maintain the most accurate answer while conducting an audit (not the most compliant).
Note: Any user with access to an audit can review it. Also, there is no limit to the amount of time an audit can be "In Review".
Step 5: Finalize the audit
Once you've finished reviewing the audit and all questions have been answered as accurately as possible, you can click the blue "Finalize" button at the top of your audit. This turns the status of your audit to "Finalized", and generates the audit report, complete with compliance statuses ("Non-compliant" or "Compliant") and Action Items.
Note: Finalizing an audit is irreversible, so make absolutely sure you're ready to finalize it.
Step 6: Assign Action Items
On your finalized audit report, there is a section dedicated specifically to Action Items. Any question that was answered "Non-compliant" (including "Pending" answers) are given an Action Item. Assign these items of non-compliance to your team members and track remediation until all Action Items are resolved.
To dive deeper into what Action Items are and how to use them, read What are Action Items?
|Tip: We recommend someone from your business conduct a self audit once a month (for each location).|