Site Audit Forms and Tasks
Site Audits allow you to schedule or create new site audits. This can be particularly useful when opening a new store or verifying CPPM compliance. This enhancement gives you the ability to configure specific questions for site audits based on your needs. You may also require the user to upload documents, add comments, and create a work order or work request. Once the site audit is finished, you can identify the completion, track related documents, work orders, and work requests.
Site Audit is a tool that allows you to define a list of questions (Tasks) as part of a site audit or walkthrough (Site Audit). Site audits may be used to record the current state of a site or as a checklist to determine whether work orders need to be raised. A Task in a site audit, for example, could be, “Is the main store sign well lit, cleaned, and undamaged?”. Depending on the answer, an action may be required. Each task must have a client configurable list of Responses that hold value in relation to the task. The list of responses can vary between clients and tasks. Some may warrant “Yes/No” responses while others may require a scale such as “Good/Fair/Poor”. The Site and Task builders are designed to be flexible enough to fit the needs of most types of site audits/walkthroughs.
Once an audit is complete it is moved to a new table where users can view the summary and details of each task in the audit.
Site Audit Forms
Navigation: Sites > Organizations > Admin > Site Audit > Site Audit Forms/Audit Tasks.
In Site Audit Forms, click on a row to navigate to the task's Details page. Click New to create a new Audit and navigate to a blank Site Audit form.
New Site Audit Details Page
On the New Site Audit Details page you input the Name, Description, Status, and Scheduling Method of the new Audit.
The New Site Audit Details page includes a scheduling tools that mimics the functionality of the tool used for PPMs. This allows you to define the interval in which to create a site audit.
The New Site Audit Details page table consists of:
| Interval | Description |
| Monthly | Schedules the audit to take place every month |
| Daily | Schedules the audit to take place every day |
| Specified Date | Allows you to schedule the audit to occur on a specific date or dates |
| None | Creates an audit with no specified interval |
| Manual Creation | Allows you to create an ad hoc interval audit |
When Specified Date is selected as the scheduling method, a chooser allows you to define which dates a Site Audit should be automatically created. Click the calendar icon to invoke the date chooser.
When the scheduling method is not "None" a Sites Covered drop-down selector is auto-generated.
Below are the ways to define what sites should be included when the daemon auto-generates Site Audits:
| Drop-down selection | Description |
| All Sites | Audits will be created for all of the client's sites |
| Specific Organizations | Audits will be created at sites within the specified client organizations |
| Specified Sites | Audits will be created at selected sites |
| Specified Site Types | Audits will be created at sites of the specified types |
When selecting Specified Organizations in the Sites Covered field, Site Audits are generated across all sites that are under the organization specified in the chooser.
If a child organization and it's parent are both selected, the daemon only creates a single audit for any site.
Click + to open an Organization chooser of all the client's organizations.
When Specified Sites is selected, Site Audits are generated across all sites selected in the chooser.
When Specified Site Types is selected, Site Audits are generated across all site types selected in the chooser.
Site Audit Tasks
Users are able to open Site Audit in Mobile and view the list of indicated tasks needed to complete the Audit. Tasks are viewed individually as the user moves through the store. While performing a check, the user needs to indicate a response and any other details (depending on the Task). Details can include: comments, attachments, and new work orders/work requests.
Navigation: Sites > Organizations > Admin > Site Audit > Site Audit Forms/Audit Tasks and choose Audit Tasks
In Site Audit Tasks, click on a row to navigate to the Audit Definition page. Click New to create a new Audit and navigate to a blank Site Audit form.
New Audit Task Details
The New Audit Task Details page table consists of:
| Field Name | Description |
| Task Name | Name of the task |
| Task Description | Description of the task (the action taken) |
| Asset Verification Task | Determines if the task requires verification. |
| Task Prompt |
Prompt for user performing the task (usually in question form) |
| Attachment Required | This field determines what will be required to flag the task as "Complete" Options: "No" (default), "Yes", "Yes, if response is non-compliant" |
| Category/Department | Optional fields that associate the task to a category or department. (These are client-defined) |
| Status | Options include "Active" and "Inactive" |
Additionally, each task will have a list of client-defined responses. Each response will have a flag determining if it is a compliant response or not and whether a work order/request needs to be created for a non-compliant response.
Click + to add a blank Response row.
Site Audits Form Page
After you click Create New Audit, you select the site from a drop-down selector. The site selected needs to be saved against the audit. If the user is locked down to a single site, that site is automatically selected. The Audit Form drop-down selector will populate with client-defined Site Audits. When you click Submit you create a new Site Audit and open the proper Site Audits form.
The Site Audit forms page includes the name of the Site Audit and the name of the site it was opened against, as well as the description that was saved to the Site Audit. A table of tasks included in the Site Audits form page can be filtered by Task Name, Task Group, Task, whether it has been completed, Response and Description. Columns can be displayed based on user selection.
The Site Audits form page table consists of:
| Column Name | Description |
| Task Name | Name of the task |
| Task Group | Group the task is performed under |
| Task | A description of the task |
| Completed | Yes or No option for completion of the task. A task is complete when it has a response and all required fields are populated (depending on response) and a work order/work request associated to the task is created (if required) |
| Response | Response information populated by the user. (If the task has no response this field is blank) |
| Description | Description of the task |
The table displays tasks in the order they are listed in the Site Audit definition.
When you click a row on the Site Audits form page, you navigate to a page named for that particular audit task. This page displays the Task Name, the Task Prompt, the Response drop-down selector, Comments text field and Attachments buttons.
- The Response drop-down selector displays task-specific responses defined by the client.
- The Comments field is a free text field that may be required depending on configuration and response.
- The Attachments buttons allow you to list any attachments associated to the task.
When you click the Save button, attachment and action checks occur. Based on your Response, you will be prompted to provide a comment, attachment, or both. This you can Complete Now or Compete Later.
If a non-compliant response is selected and requires action, you are able to create a work order and/or a work request. The buttons available are dependent on the user's role resource.
The Link to Existing button allows you to link the task to an existing work order that was created through the audit.
The Documents tab displays the attachments that have been placed against the audit.
For each attachment in the table, the File Name, Task it was attached to, the Task Group of the task, the Date Added, and the first and last name of the user are displayed.
The Completed tab of the Site Audits table shows the audits that have been completed and are available for review. Clicking a row will open the Audit Summary.
The New Audit Task Details page table consists of:
| Column Name | Description |
| Name | Displays the name of the site audit |
| Site | Site the audit was opened against |
| Created | Date created |
| Completed | Date completed |
| Score | Percent of compliant responses/total tasks |
| Description | Description of the site audit |
Site Audits Summary Page
The Audit Summary displays screens that are available in a completed audit and is split into the four tabs: Details, Documents, Work Orders, and Work Requests.
The Details tab displays the following:
- General information of the site audit including: Address of the site, the user who completed the audit, the date and time the audit was completed, and the overall result of the tasks (compliant responses/tasks).
- The result of each task group. (The response section is color coded. Green = compliant, red = non-compliant).
- The audit Summary.
The Documents tab displays the same documents page as seen on the Outstanding Audit Form page.
The Site Audits Summary page (Work Orders tab) displays a table of work orders that have been opened by the audit.
This table includes:
| Column | Description |
| WO# | Work order number |
| Task | Task that spawned the work order |
| Category | Category within the site the audit was created against |
| Subcategory | Subcategory within the site the audit was created against |
| Problem Type | The problem type chosen within the work order created |
| Priority | Type of agreement the work order was created under |
| Status | Status of the work order |
The Site Audits Summary page (Work Requests) tab displays a table of work requests that have been opened by the audit. (Only work requests that have not been approved to be work orders are displayed).
This table includes:
| Column | Description |
| WR# | Work request number |
| Task | Task that spawned the work request |
| WO# | Work order number |
| Category | Category within the site the audit was created against |
| Subcategory | Subcategory within the site the audit was created against |
| Problem Type | The problem type chosen within the work order created |
| Priority | Type of agreement the work order was created under |
| Status | Status of the work order |
Site Audit Enhancements
This section covers enhancements to Site Audit Functionality that were implemented in 2016 including:
- A new Site Attributes form to indicate if a site is auditable.
- A new Site Audit form to indicate if an asset audit is available.
- Ability to verify the asset based on the category of the audit .
- A new Site Audit section added to the Site Tile configuration div to allow you to see when a Site Audit is available from your Dashboard.
- Added a "protect" Site Attributes option to prevent editing.
New Site Attribute
Added the drop-down selector Is Auditable to determine if the attribute can be included in a Site Audit.
Asset Audit
Added an Include Asset Audit drop-down selector with Yes/No options. If Yes is selected, a Verify Asset task div appears on the Site Audit and must be completed in order for the Site Audit to be complete.
Auditable Attributes
When a Site Attribute is selected, the Response column populates with the Attribute Values defined for the Site Attribute.
Audit Task
If the task includes a Site Attribute, the value selected as the Response is saved as the value for the Site Attribute upon Save.
Task List
An Asset Verification task is displayed when Yes is chosen for the Include Asset Audit drop-down selector in the Client Admin.
The Task Group is "Asset Audit" and the Task is "Verify Site Assets" for all Asset Verifications.
Clicking the Verify button opens the Asset Verification div with a required Comments free text field. This verification comment is added to the Operational History of the asset.
All assets must be verified (or removed) in order for the task to be considered complete.
Clicking the Add New Asset button opens the New Asset div.
Users must be configured to add new assets in Mobile in order to be able to add a new asset here.
Add New Asset
The Add New Asset div requires you to choose the site where the asset is located, provide the Asset Tag (scan or search), provide the Asset Type, provide the Department, state whether the asset is In Service or not, state whether the asset is Working or Not Working, and add attachments associated to the asset. The form also includes several optional fields to provide more details about the asset.
Save the new asset by clicking the Save button, save the asset and create another by clicking the Save and add another asset button, duplicate the asset you created by clicking the Save and add duplicate button, or cancel the asset you are creating by clicking the Cancel button.
Additionally, you may add warranty and cost information for the asset on the Warranty and Cost tabs of the Add Asset page.
The Warranty tab includes the fields:
- Installing Provider
- Date Installed
- Warranty Name
- Warranty Description
- Warranty Provider
- Warranty Period Setting
- Parts Warranty Period
- Labor Warranty Period
- Total Warranty Period
- Warranty Expiration Date
- Warranty SLA Setting
The Cost tab includes the fields:
- Purchase Price
- Salvage Value
- Maintenance Threshold
- Expected Asset Lifecycle
- Expected LOA Description
Edit Asset
The Edit Asset div displays when you click the Edit button from the Asset Verification task page.
Users may inactivate assets clicking the Delete button. The fields on the Edit Asset div auto-populates with all existing asset details.
Pending Asset Actions
Any asset addition, edit, or removal must work in relation with the Pending Asset Actions smart table if configured.
Site Tile Configuration
Create a Site Audit tile by:
- Clicking the Add Tile button on the bottom right of the Dashboard.
- Click Sites > Site Audit > then select the Audit you would like to have the Tile associated to.
- Name the tile and determine the Sort Order and Refresh Rate of the tile.
The Site Audit drop-down selector populates with active Site Audits as defined in the Client Admin. Users may select multiple Site Audit forms.
The tile on the Dashboard indicates the number of audits available based on the criteria entered on the Site Tile configuration div.
Protected Attributes
We added a required Protected drop-down selector on the New Site Attribute page with the options No (default) and Yes.
Role Detail
We added a Role-resource control to determine when a user is able to alter Protected Site Attributes.
