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 7+
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 EDIT MENU, 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 Users, audit locations, scoring systems, expenses, findings sources, resources, non-conformance severities and priorities 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 “cog” beside the User name in the upper right corner of the screen then click on SETTINGS.
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
You will open onto a Dashboard.
Click on the "Templates" icon from the header bar. A display of all active Audit templates will populate.
Click on CREATE NEW.
Complete the boxes presented to give your template a name, type, reference and determine the scoring preference you want to use.
Once completed, click NEXT. Your Audit template now requires Sections and Items to be added. Click ADD SECTION and give it a name (Section is similar to a main folder as you will add sub items to it) Click SAVE.
Now ADD ITEM.
You should start seeing your template building.
Continue adding Sections and Items as required. To add new sections, you will need to click on the main header (in this example “ACC WSMP AUDIT (Root Item) then select ADD SECTION and follow directions as advised above to continue adding Items. When the template is complete, click SAVE.
Your audit template has been saved and will now display in a register for selection/planning.
PLANNING AN AUDIT
Click on the Templates button in the header bar
You will find the register of all active Audit templates.
From the template register find the required template for your Audit and click on the dropdown arrow beside the DETAILS button on the right side of the Audit template listing and then select PLAN.
Select the User undertaking the Audit from the register presented by clicking on the SELECT button on the right hand side of the screen beside the person’s name.
Enter details in the fields displayed which will then populate information when the template is synced to the mobile device. You will also need to set a completion date for the Audit using the calendar option in the last box.
Now SELECT the Accountable Person from the Register presented. You will automatically move to the next screen.
As each section of the Audit Template is completed it will highlight in a progress bar at the bottom of the screen. You can click on any of these sections to navigate directly to the field.
Select the Location for the Audit from the Register presented. You will automatically move to the next screen.
Select Resources the person will require for the Audit then click NEXT
Select the People who will be involved in this Audit from the Register presented. Click on ADD TO and you will be presented with a picklist of options to set the person against.
Continue selecting people as necessary then click NEXT.
Add Scope details – these fields are optional. Click NEXT.
Add any optional fields by clicking on the options you want to add detail to.
Click NEXT. You will be presented with a Review page for the Planned Audit Template. It can be edited from here if required, by clicking on the EDIT buttons.
The Planned Audit will now sit in a Register under the Module named PLANNED.
When the User performing the Audit syncs their mobile device the Planned Audit will pull through to their screen 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 main Vault system, click on the Audits icon then click on the SUBMITTED button and locate the Audit you want to print reports from.
Click on the REPORTS button to the right of the Audit record,
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.