FAQs for "Adding An Audit Template"
1. What is the purpose of creating a new Audit Template in the Isolocity system?
A: The purpose of creating a new Audit Template in the Isolocity system is to develop standardized forms required during audits. These templates ensure consistency, help maintain compliance with safety and quality standards, and provide a systematic approach to tracking and documenting audit findings.
2. How do I start the process of creating a new Audit Template?
A: Log in to the Isolocity system and navigate to the Templates section. Click on the Create Template option to begin setting up a new Audit Template.
3. What information do I need to provide when creating a new Audit Template?
A: You need to provide the following information:
Template Name: A descriptive name for the template.
ID/Number: A unique identifier for the template.
Template Type: Specify whether the template is for "Audit" or another category.
Operations: Add Criteria
Characteristics: Define the specific criteria or checks required for the audit.
Optional Fields: Such as revision level, revision date, and any notes.
4. What is the significance of selecting a Template Type?
A: Selecting the Template Type ensures the audit is associated with the correct category, guiding inspectors to the relevant checks and maintaining consistency in the process.
5. How do I link a process or area to the Audit Template?
A: You can link the template to specific processes, departments, or areas that will undergo the audit. This ensures the template is applied in the correct context=.
6. Can I copy an existing template to create a new one?
A: Yes, the Copy Existing feature allows you to duplicate an existing template. This is useful when pre-loaded criteria closely match the new audit, saving time while allowing customization.
7. How do I add or edit characteristics in the Audit Template?
A: Characteristics can be added or edited in the inspection criteria section. This includes defining checks such as "Compliance Check," "Visual Inspection," or "Documentation Review".
8. What are characteristics in an Audit Template?
A: Characteristics are specific criteria or checks to be evaluated during an audit. They determine whether a process, department, or item meets the required standards.
9. Can I make certain characteristics optional in the template?
A: Yes, optional characteristics do not impact the overall audit outcome, providing flexibility in the audit process).
10. How do I set a tolerance or threshold for a characteristic?
A: Tolerances define acceptable ranges for evaluations, using methods such as "+/-," "Pass/Fail," or "Acceptable/Unacceptable," depending on the audit requirement.
11. What is the purpose of the Audit Method in the template?
A: The Audit Method provides guidance on how each characteristic should be assessed, including procedures and tools required. This ensures consistency across audits.
12. How do I attach relevant files to the Audit Template?
A: Files such as SOPs, checklists, or reference documents can be attached in the template editor to provide additional context for auditors.
13. What is the significance of tracking the revision level and date?
A: Tracking revision levels and dates ensures that auditors use the most current version of the template, reflecting any updates in standards or procedures.
14. How do I manage authorization for template usage?
A: You can specify which users are allowed to access and edit the template. This ensures only qualified personnel can conduct audits using the template.
15. What should I do after creating the Audit Template?
A: Review all details for accuracy and completeness. Once verified, click Approve to finalize the template and make it available for audits.
16. Can I download a template for offline use?
A: Yes, the system allows downloading templates for offline reference or use during audits.
17. How do I update an Audit Template after approval?
A: Access the template settings and either create a new revision or reopen the template to make necessary changes. Update the revision level and date accordingly.
18. How do I remove a characteristic from the template?
A: Click the Remove option next to the characteristic in the editor to delete it. This ensures only relevant criteria are included.
19. What should I do if I need to create a similar template for different audits?
A: Use the Copy Existing feature to duplicate the current template, then modify it as needed for the new audit. This ensures consistency and saves time
20. How do I manage multiple templates for the same audit type?
A: Clearly name and identify templates according to specific use cases, such as "Routine Audit" or "Compliance Check".
21. What is the process for approving an Audit Template?
A: After entering all required information, click Approve, enter your password, and confirm. This finalizes the template for use.
22. How do I ensure that the template is ready for audit use?
A: Ensure all required fields are filled, optional characteristics are set, relevant files are attached, and the template is approved. This ensures readiness for audits.
23. What is the importance of entering a Revision Date?
A: The Revision Date tracks when the template was last updated, ensuring audits use the latest standards).
24. Can I add authorized users after the template is created?
A: Yes, authorized users can be added at any time by editing the template settings, controlling access to the audit template.
25. What are the next steps after finalizing an Audit Template?
A: Integrate it into audit schedules, train relevant personnel, periodically review its effectiveness, and link it to specific audits or processes.