Modul Generator: Basic function of the audit module

Also check out this informational video for a brief introduction to audit management (external).

Purpose of the module

The Audit module is used to prepare, conduct, and follow up on internal and external audits.

Audit workflow

Audits progress through several statuses in the Audit module:

• Audit templates
• Audit program
• Active audits
• Completed audits

Audit templates

With audit templates, you can prepare overlapping elements between audits in advance. You can then use these templates as a copy template for planned audits. You can also create one-time or special audits without a template.

Audit program

The audit program displays all planned audits for a year. All newly created audits start in the audit program. In this status, you should prepare the audits for execution by supplementing them with information such as planned and execution dates, participants, and auditors. In addition, the planned audit question catalog is added.

Active audits

Active audits list all audits that are currently being conducted or followed up. In this phase, you answer the prepared audit questions, document deviations, manage corrective actions, and perform effectiveness checks. Finally, the audit report is documented.

Completed audits

Completed audits serve as an archive of conducted and followed-up audits.

Structure of an audit

Each audit in the Audit module is divided into four blocks:

• Audit details
• Question list and protocol
• Comments / Audit report
• Attachments

Audit details

Under "Audit details," you define the framework data of an audit. When you activate the Protected audit access control in the page header, access rights are restricted to the users defined in the Participants and Internal auditor fields.

Question list and protocol

This block documents the preparation and execution of the audit. The audit questions are listed here. During the audit execution, you define the result in the audit question as a comment.

The process follows this logic:

• No deviation found → Audit question closed.
• Deviation found → Audit question is converted into a deviation.
• Corrective action defined → Deviation becomes an action.
• Action completed → Effectiveness check is initiated.
• Effectiveness check completed → Entry can be closed.

This ensures that the audit question is documented end-to-end: Audit question → Deviation → Action → Effectiveness check → Closure.

Comments / Audit report

Here you can flexibly add any supplementary information that has not already been documented in audit questions, deviations, actions, and effectiveness checks.

Attachments

In the Attachments block, you upload all relevant additional files (Word, Excel, PowerPoint, PDF, etc.) directly to the corresponding audit.

Rights management

In the Roles tab of the configuration, you define which users or groups are assigned to the Quality Management role. These role holders – in addition to the Internal auditor – are authorized to move audits to the next status. This means, for example, moving an audit from Active audits to Completed audits.

Getting started

No mandatory adjustments are necessary in the Audit module – it is ready to use immediately.