To create a new Audit:
1. Click the Add New Audit button on the top right-hand side of the Audits Module homepage or add a new audit by simply clicking the + button on the top bar of the page within MyVCM and select Audits.
2. Next, add the name of the audit, an audit number (Optional), and set the priority for the audit to notate its importance.
3. Next, add Audit details which include Audit number (Optional), Priority (Required) and Audit description (Optional).
4. In addition, decide if you want this task to be public or private (MyVCM defaults to public).
5. Task Settings allows you to customize the frequency and the display settings of your task.
- Task Scheme lets you decide if you would prefer MyVCM to create your audit task as:
- An Individual task per item – an individual task for each item (ex: if you had 5 different objects within MyVCM related to your audit task, each item would display as a separate task in MyVCM).
- A Collective task for all items – a single task that bundles all items into a single task (ex: if you had 5 different items related to your audit task, each item would appear within one single task within MyVCM).
- Task Owner designates who will be responsible for carrying out the task:
- For a Single Item Task, MyVCM allows you to designate who will be the person responsible for carrying out an audit task.
- In a Multiple Item Task Stack, the audit task will automatically assign to whoever is listed as the owner of the object within MyVCM.
- Task Frequency and Interval allows you to indicate the frequency of your audit tasks. Note: This setting can now be changed in the future after the audit has been saved.
- One Time – the audit task will occur only once.
- Daily – every [number] day
- Weekly – Weekly every [number] weeks on [day of the week].
- Monthly – every [number] months on the [date of month].
- Yearly – every [number] year on [month].
- Calendar-Quarter – every [number] quarter on the [first day] or [last day] of the quarter.
- Task Schedule Type will be determined based on Task frequency and Task interval combination 90chosen – Fixed Cycle or Running Cycle.
- A Fixed Cycle means that the audit task needs to be performed on/before the exact date within your established frequency (i.e. 1st of the month every month).
- A Running Cycle means that the audit task needs to be performed at an established frequency from the date that the audit task was last completed (i.e. every 3 months after it was last completed).
- Audit ends determines how long the audit will run.
- Never – audit will run interminably.
- End by – indicates the last day for when the task no longer needs to be completed.
- After – a field to populate the number of cycles the audit is required to run.
- Audit begins on – this is the date MyVCM will begin tracking the audit schedule.
- Task first due date – this is the date the first task submission will be due, regardless of task settings. After the first submission has been completed, MyVCM will follow the schedule outlined by the Interval settings.
- Once the Task first due date is chosen, you will have the option to Show upcoming task due dates. These dates will show on the right-side panel.
- Select if the electronic signature is required for submission.
- Select if late submission is allowed – if this is not checked, once the due date of the task cycle passes without a completed audit task, the audit task will be non-compliant until the next task cycle.
- Select if multiple submission is allowed.
6. Certification Text is where you provide the text that your users will use to either certify compliance (no issues found) or non-compliance (issues found with audit) with their submission. MyVCM will now have default certification language or allow for custom language.
7. Audit items – here you will add the items that the audit will run against. You can add items from multiple sources, i.e., Document, Asset, etc. You can also do a general audit where there is no specific item that needs to be added.
8. Access Control designates who is the owner of the Audit task, as well as its custodians and consumers. Audit owners are responsible for delegating a task to owners (task owners can be changed under Task Settings):
- Owners are responsible for delegating an audit task, either to others or potentially to oneself, and can modify the audit task within MyVCM. The owner will be notified when the audit task has been carried out.
- Custodians of an audit have all the same permissions as the audit task owner and are also not necessarily responsible for carrying out an audit task. They have the ability to make changes to the audit task but will not be notified when a task has been completed.
- Consumers can only view the audit task and have no control to make any changes to an audit task in addition to not necessarily being the person(s) responsible for carrying out the task.
9. On the side right-panel, assign any collection items you would like the audit task to be associated with as well as any relevant tags and attachments.
10. Click Add new audit at the top right to save your audit.
In your audit overview page, you can still modify all aspects of your audit task, review audit submissions, and monitor all activity around your audit.