SETTING UP THE MOBILE DEVICE AND VAULT SYSTEM FOR VAULT AUDIT
Contact your Vault Account Manager to have Vault Audit activated. Download the app to mobile devices by searching for Vault Audit in either Google Playstore or the App Store.
Device versions must be Android 4.4.2+, iOS 9.0+
Your Vault Administrator will need to set up the back end of Vault Audit in the main Vault system so that Users can be given access and Audits can be managed and reports can be printed. From the SETTINGS MENU, expand the USER GROUP PROFILES, the Vault Audit feature will need to be added to the permissions to allow access to those Users that require it. Vault Audit will be located in COMPLIANCE, VAULT AUDIT. Once added to the User Groups, the Vault Administrator will need to approve access to people who will be performing Audits from within the Vault EDIT MENU, USER AUTHORISATION setting.
In the USER AUTHORISATION settings locate the Worker who is going to be a person performing Audits, click on their name to highlight the option and click EDIT USER button. In the lower half of the left hand section of the box presented, locate the dropbox for Vault Audit and open the picklist, select the access level, then SAVE.
The User should now be able to log on to the Vault Audit app using the same password they use to log on to Vault. Their username will be slightly different, click here for the format their username must adhere to.
If the person who is to be performing Audits does not require access to the main Vault system, then click here for information on single-use tokens.
Initially options for Scoring, Findings, Expenses, Resource, Severity and Priority will need to be determined. These can all be set from the SETTINGS menu.
From the main Vault system go to Vault Audit.
From the main Dashboard click on the "user" icon in the upper right corner of the screen, then click on SETTINGS.
In the SETTINGS screen, expand the AUDIT SETTINGS section. A list of settings features will display.
Click on the option that detail is to be added to.
Click on the CREATE button and add detail into the boxes presented then click SAVE. This will build picklists in the various sections of Vault Audit.
SETTING UP AUDIT TEMPLATES
Click TEMPLATES. This will display all existing Templates in a register.
To create a new Template, click on ADD NEW TEMPLATE.
Complete the boxes presented to give your template a name, type, reference and determine the scoring preference you want to use.
Once completed, click CREATE. Your Audit template now requires Sections and Items to be added. By default, one Section and one Item are already created for you:
Name the existing Section something meaningful in the context of the Template being added using ACTIONS > EDIT
Edit the existing default Item using ACTIONS > EDIT and define the criteria by completing the fields.
Continue adding Sections and Items as required.
To add new sections, click on the first ("Root") item, then select ACTIONS > ADD SECTION.
To add new Items, click on the parent Section, then select ACTIONS > ADD ITEM and follow the directions.
Once all required Sections and Items have been added, click PUBLISH to save the Template and make it available to Audit Mobile App users. Otherwise, click DRAFT to save the Template but hide it from Audit Mobile App users.
PLANNING AN AUDIT
To begin planning an Audit, click on PLAN in the Menu Bar.
This will launch an 8-step 'wizard' in which the parameters of the planned audit are defined.
In Step One, locate the required Template from the register and click SELECT.
In Step Two, locate select the User who will undertake the audit in the register and click SELECT.
In Step Three, enter the details of the audit by filling-in the fields, then click NEXT.
In Step Four, select the Account Person from the Register presented and click SELECT.
In Step Five, locate the Location for the Audit in the register and click SELECT.
In Step Six, locate the resources the person will require for the Audit and click SELECT
In Step Seven, select the People who will be involved in this Audit and the role they will play. Locate each person involved in the Register and click ADD TO to select their role.
In Step Eight, review the selections made in the previous steps and click EDIT to make any changes as required. Then click SAVE.
- The Planned Audit will now be visible in the REGISTER menu:
- The USER will receive an email advising them they have been assigned a new audit.
- When the USER performing the Audit syncs their mobile device the Planned Audit will download and they can begin the Audit.
COMPLETING AN AUDIT
Log on to the mobile device and Vault Audit.
From the Dashboard click on the PLANNED grey box to begin a planned audit as explained below.
From the Dashboard click on the + button on the upper right of the screen to bring up a register of active Audit templates and click on the one to be actioned.
A list of detail capture boxes will display down the left hand side of the screen. It is recommended that the DETAILS section is completed as a minimum, to provide some initial Audit detail for reports. These four fields are all optional.
Click on the Q icon in the upper left of the screen, complete any of the Plan, Notes or Expenses boxes (these are optional) and when ready to begin the Audit, click on the green START button.
Audit elements will now display. If a hint is required to understand the question/element, click on the ? in the upper right of the screen. An explanation of what is required will display under the question/element.
Click on the COMPLIANCE box to record a finding for whether or not the company is compliant with this question/element, from the picklist presented.
Next, click on the SCORE box to select an achievement score from the picklist presented. The ADJUSTED SCORE box will automatically populate as a SCORE is added.
Click on the green ADD button to enter further detail such as Findings, Positive Events, Corrective Actions, Non Conformance or a comment. Clicking on any option will display a selection of boxes to capture relevant information and/or allow photos to be added. Once completed, click SAVE AND… in the upper right corner. SAVE AND… will allow the option to add other field information so multiple entries can be added, or select the option of CLOSE to move on to the next field. Corrective Actions can be added and notified directly from Vault Audit.
Click on the Status box to record the overall status of the question/element.
To move to the next question/element click on the forward arrow in the upper right of the screen. Continue with the Audit until all questions/elements findings have been recorded.
COMPLETING AN AD HOC AUDIT
When the mobile device is synced, any active Audit Templates will sit in a TEMPLATE REGISTER on the device. Simply click the + icon in the upper right corner of the Dashboard screen and select the Audit to be started. Work through the detail boxes listed on the left hand side of the screen. These fields are optional but it is recommended the User complete the DETAILS box as a minimum, to provide some initial Audit detail for reports. When these fields are complete and the User is ready to start the Audit, click on the Q icon in the upper left of the screen to bring up the progress bar and click START to open the template and begin documenting the Audit findings.
VIEWING AND PRINTING AUDIT REPORTS
At the completion of an Audit on the mobile device (when all questions/elements have been answered), click on the Q icon in the upper left of the screen and click on the REVIEW button.
From the SIGN OFF tab, fill out the introduction and conclusion boxes and sign off the Audit.
You will now also have options to view the Executive Summary, Findings Report, Expenses Report and Action Report.
Once you are ready, click the SUBMIT button in the upper right of the screen. Your Audit has now been saved and can be accessed from the main Vault system as well as the devices Dashboard under the SUBMITTED button
In the Vault Audit Register, locate the Audit you want to print reports from. Click on ACTIONS > REPORT.
You will be brought to the report area. Select tab for the report you want (Executive Summary, Findings Report, Actions Report or Expenses Report), click Print button. Clicking on the dropdown arrow will allow the User to save a PDF copy of the report.