You may want to create an audit or assessment template for many reasons from assessing your supplier’s risk, understanding their food safety process, to conducting an onsite/facility assessment or auditing to assure compliance and identify risks. Below are the steps to create an audit or assessment template.
Three types of audits are currently in use:
- Supplier Self-Assessments are performed by a supplier against their own business, location, and/or product.
- Supplier Audits are performed by a Community Owner against a supplier’s business, location, and/or product.
- Internal Audits are performed by a Community Owner against the Community Owners’ own internal business, location, and or product (most often this will be for a location).
Please note: Any role with Business Setup Edit access can create an audit or assessment template.
Getting Started
1. Click on the cogwheel next to Audits & Assessments on the left navigation menu by hovering over the text.
2. Select the Audit & Assessments tab and then Templates. Here you will see a list of all your previously created audits & assessments, along with some configurable column items.
3. To add a new audit or assessment template, click on the “Add Template” button shown in the right-hand corner.
4. Now you can start creating a new assessment template. We first recommend you naming your assessment template by clicking on the "Edit Assessment Name" section.
5. Before you start adding the questions to your template, you will have the ability to add some options to your audit or assessment template.
Below provides the functionality of or Audit and Assessment Options, when selected:
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- Choose a Template Type allows you to explicitly define whether the audit and assessment template will be performed against a supplier or their own internal business.
- Who can make changes to this template? allows you to select from System Roles and Custom Roles to limit which roles can update or delete this template.
- Who should be notified when submitted allows you to determine which roles get notified when this audit or assessment is completed.
- Product Specification Audit allows you the ability to evaluate samples across multiple configurable attributes, ultimately allowing users to compare actual products to the master specification. To learn more see Product Specification Audits Knowledge Base article.
- Associate to Product(s)/ Locations(s) makes it a requirement for users to associate a product or location when submitting an audit or assessment.
Please note: For Supplier Self Assessments and Supplier Audits users will be able to select from shared supplier products/locations. For Internal Audits users will be able to select from My products/locations added.
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- Require e-signature makes it a requirement to provide an e-signature before submitting the audit or assessment.
- Enabling Scoring allows you to Choose points towards specific responses and then provide an overall score for the completed audit or assessment or select Answer does not affect scoring. To learn more see Response Not Impacting Score knowledge base article.
Please note: If the assessment template includes scoring, users will see a new detailed score summary for the assessment The summary indicates the overall score on the assessment, as well as the scoring and percentage of correct questions for each section and subsection.
- Allow previous answers to populate for recurring audits and assessments allows you to copy responses from the previous occurrence on a question by question basis. Once enabled, audit and assessment takers will see their previous question responses pre-filled when completing a recurring assessment.
- Allow Corrective Actions on Responses allows you to trigger a corrective action on an audit & assessment you are taking. To learn more see Configuring Incidents and CAPAs on an Audit & Assessment Template knowledge base article.
- Allow Incidents on Responses allows you to trigger an incident on an audit or assessment you are taking. To learn more see Configuring Incidents and CAPAs on an Audit & Assessment Template knowledge base article.
6. To start adding questions to your audit or assessment template, go to the question types section and drag the question type you want to use to the appropriate sections.
7. Within each question type, you will have the ability to add the question you want to ask by clicking on the ‘Enter Prompt Text’ section. Once clicked the section will open to allow you to ask your question along with some formatting options.
8. Within each question type, you will also have the ability to enable attachments, allow users to add comments, and add help text if you need to provide the user with additional guidance regarding your question.
Please note: When sharing a supplier audit with the supplier, the question help text will be hidden. This allows template creators to use the help text to guide auditors on completing a question and ensure that suppliers will not see this information.
9. Lastly, within each question type, you will have the ability to Trigger warning or Trigger Failure for specific answers in the audit or assessment template and skip specific questions based on the response of the question. To learn more see Audit & Assessments Trigger Failure knowledge base article.
Please note: The number of questions that trigger a warning or failure will be shown for each subsection in the PDF, and are not visible to the supplier.
10. Once you are done adding all your audits or assessment questions, click save. Now this audit or assessment is ready to be assigned and completed.