Team Auditing Capacity

OPTIONAL FEATURE - Contact your RizePoint representative to enable this option.

This feature is available for Mobile Auditor PC and Mobile Auditor Compact only. Watch for Team Auditing Capability in the near future in our new RizePoint Mobile Auditor.

When this option is enabled, an audit can be conducted in several different segments, and by more than one auditor. An auditor may conduct a portion of an audit, then upload the results. A different auditor may then download the incomplete audit to their PC and conduct their portion of the audit, then upload the results, and so on, until the audit is complete. Once all stages of the audit have been completed and uploaded, the results are available in feedback and other reports.

Preparing to use the PARTIAL AUDIT UPLOAD feature requires the following steps:

• Define the various stages of the audit
• Configure the form to use the partial upload feature.

Once this option has been enabled by a RizePoint representative, a new entry, TEAM AUDIT STATUS LIST, appears in the Audit > Audit Setup submenu. This menu option allows you to specify the various stages of the audit. Typically, each stage is conducted by a different auditor. Each auditor completes his/her portion of the audit, then manually sets it to the next stage, and uploads the results.

Defining the various stages of the audit:

1. Go to Audit > Audit Setup > Team Audit Status List.
2. Click the NEW button.
3. Enter a name for each stage of the audit.
   
   
4. Check the FOR MOBILE AUDITOR USE checkbox if this stage of the audit is to appear in the droplist in Mobile Auditor PC. When an auditor completes their portion of the audit, they select the next stage of the audit from the droplist. It is not necessary for the first stage to appear in the droplist, and typically, you would not check the first audit status.
5. Click SAVE. Note that you may add as many stages as you wish, but you can only add five at a time. If you need to add more, then click the NEW button again to add more stages.
6. If necessary, use the ORDER droplists to reorder the list. The order in which the stages of the audit appear here is the same order in which they will appear in Mobile Auditor PC.

There are also two Mobile Auditor Configuration options that must be enabled for users who will be conducting partial audits in Mobile Auditor PC.

1. Go to System > System Setup > Mobile Auditor Configuration.
2. Select the configuration file of users who will be conducting partial audits.
   
   
3. Click the CONFIGURATIONS tab.
   
   
4. Locate the MOBILE AUDITOR - PC: ALLOW PARTIAL AUDITS TO BE UPLOADED/DOWNLOADED option.*
   
   
5. Click the EDIT button beside the option, then enable the option by checking the box on the right.
   
   
6. Click the UPDATE button .
7. Also locate and enable the ENABLE EXTENDED TRANSFER OPTION.
8. Click UPDATE button .

*NOTE: Enabling this option places a STATUS section at the bottom of the SEARCH tab on the DOWNLOAD NOW dialog. All statuses specified in Audit Status Administration appear in the STATUS section. In addition to the entries specified, a MobileREPORTER option appears at the bottom of the list that allows auditors to download audits that have already been completed and uploaded into Mobile Reporter.

By default, this entry appears as "mobileREPORTER", but users with RizePoint CONFIGURATION permission may change this label on the LABELS tab of the Application Configuration file.

1. Go to System > System Setup > Application Configuration.
2. Select the configuration file of users who will be conducting team audits.
3. Click the LABELS tab.
   
   
4. Locate the COMPLETED AUDIT STATUS LABEL option, then click the EDIT pencil beside the label and enter the label you want to appear at the bottom of the status list.
   
   
5. Click the UPDATE button .

Configuring the audit form:

1. Go to Audit > Audit Setup > Audit Forms.
2. Select the audit form that you want to use for team auditing.
3. Click the CONFIGURATION link.
   
   
4. Locate and select ALLOW INCOMPLETE AUDITS TO BE UPLOADED TO MOBILE AUDITOR WEB.
   
   
   
5. Locate the PROCESS RESULTS ON THIS AUDIT STATUS LIST ITEM option, and select the status that signifies the audit is complete and ready to be uploaded into Mobile Reporter.
   
   

   WARNING: Please note that this applies to the current language only. Each language set uses a different configuration file. Make certain that when you configure the audit form, you are working in the same language set as the auditors who will be uploading the results.

   For example, in order to process results uploaded by auditors assigned to the DUTCH language set, you must specify an upload status while you are working in the DUTCH language set. If you select a status while you are working in the ENGLISH language set, then only audit results uploaded by someone assigned to the ENGLISH language set will process.

6. Locate and select LOCK PARTIAL AUDIT RESULT TO PREVENT DOWNLOADING BY ANOTHER UNTIL UPLOADED/UNLOCKED.
   
   
7. Click OK.

In Mobile Auditor PC or Mobile Auditor Compact, each auditor completes their portion of the audit, changes the status, and uploads the results. The next auditor may then download the results and continue with the audit.

FIRST AUDITOR

1. Connect to the server and update your files.
2. Conduct your portion of the audit.
3. When you've completed your section, select the MANUALLY SET STATUS command from the View menu.

   

4. Select the next stage of the audit to be completed, then click the OK button.

   

5. Select COMPLETE from the Audit menu.

   

6. Click YES to confirm that you want the audit marked as completed. The audit closes.

   

7. Connect to the server and upload the results.

SUBSEQUENT AUDITORS:

Before you can begin your portion of the audit, you must download the previous audit results to your computer:

1. Connect to the server and update your files.
2. When you've finished updating, click the DOWNLOAD PREVIOUS AUDITS button.

   

3. On the SEARCH tab (which opens by default), select a date range, then select the stage of the audit that you're responsible for conducting.

   

   NOTE: In addition to the statuses available for team auditing, an additional entry appears at the bottom of the list that allows you to download completed audits that have already been uploaded to mobileREPORTER. By default, the entry appears as "mobileREPORTER", but the label may have been changed by your administrator.

4. Click the SEARCH button.

   When the search completes, the DOWNLOAD tab becomes active.

5. The results of the search appear in the top section of the DOWNLOAD tab. Select the audit that you want to download, then click the MOVE SELECTED FILE DOWN button to move the results from the top section down into the middle section, ready to be downloaded.

   

6. Select the audit to download, then click the DOWNLOAD PREVIOUS AUDITS button. When the audit results complete downloading, they appear in the bottom section of the window.

   

7. Click the CLOSE button in the upper right corner of the screen to close the window.

   

8. Click CLOSE in the Connect dialog.

   

    

Once the results have been successfully downloaded, you're ready to begin your section of the audit.

1. Select OPEN EXISTING.

   

2. Select the audit and click the OPEN button.

   

3. Answer all questions in your section of the audit.
4. When you've completed your section, select the MANUALLY SET STATUS command from the View menu.

   

5. Select the next stage of the audit to be completed, then click the OK button.

   

6. The next step depends on whether or not more stages of the audit still remain, or if your section was the last section of the audit:
   • If additional stages of the audit still remain:
     1. Select COMPLETE from the Audit menu.

        

     2. Click YES to confirm that you want the audit marked as completed. The audit closes.

        

   • If all sections of the audit have been completed, and you have manually set the audit to the last stage:

     

     1. Select SIGNATURE from the View menu.

        

     2. Sign the audit and click OK.

        NOTE: It is important that the last auditor sign the audit. If the audit has not been signed, the results will not be available in Mobile Reporter.

7. Connect to the server and upload the results.

To help you manage the results from audits conducted in multiple stages, a PARTIAL AUDIT RESULTS entry appears in the Data Engine. There may be situations when it becomes necessary for an administrator to manually manipulate partial audit results that get stuck in the data engine:

• If the last auditor did not sign the audit, but instead merely marked it as complete by selecting the COMPLETE command in the Audit menu, then an administrator may need to push the audit through manually.
• Typically, when a result is uploaded to the system, its status is changed to UNLOCKED. However, if an audit result is accidentally deleted from Mobile Auditor, it may become necessary to unlock the results manually.
• You may wish to delete partial audit results.

Administrators have the ability to unlock partial audit results, to delete results, or to manually push results through to the database.

Go to Audit > View Team Audits to view a list of partially completed audit results.

If results get stuck in the data engine, an administrator may perform one of the following operations:

• To manually unlock audit results, click the LOCK icon in the Locked column.

  

• To delete audit results, select the results you want to delete by clicking on any of the associated links. The results open in a new window. Then click the DELETE button.
• To push results through to the database, select the results by clicking on any of the associated links. The results open in a new window. Then click the COMPLETE INSPECTION button.

ref: PartialAudit