Using the Holding Pen

For a list of all permissions including those associated with the Schedule group, see the Permissions List.

You can create schedule items and place them in a "holding pen" for scheduling at a later time. You specify the locations that need to be audited, the form, and the audit type. Then, once you determine the date and time of the audit and add that information to the schedule item in the holding pen, the schedule item is automatically moved to the schedule.

To add a schedule item to the holding pen:

1. Log on as a user with SCHEDULE HOLDING PEN permission.
2. Go to System > Schedule Setup > Manage Schedules.
3. Select a schedule, then click the HOLDING PEN button.
   
   
4. Click the ADD LOCATIONS button.
   
   
5. Click the ADD button.
   
   
6. Navigate down through the management levels and select the locations that you want to add to the holding pen, then click the ADD button.
   
   

   To add an entire management level, select the management level, then click the ADD button. All locations within the management level are added to the holding pen.
   
   

   You can then click the EXCLUDE link to remove individual locations.
   
   

   You should note that each time you open the holding pen, any management records that have been placed there are checked to determine if any changes have been made, and the holding pen is automatically updated accordingly. Therefore, if you add a management record to the holding pen, then later add additional locations to that management record, the next time you visit the holding pen, those additional locations will also appear there.

7. To set a default audit form and audit type for all audits in this schedule, click the DEFAULTS button, then select a default audit form, and a default audit type from the corresponding droplist. Then click the SAVE button at the top of the page to save the default form and type.
   
   
   

   Each schedule may have its own default audit form and type.

8. To assign an auditor to an audit at this time, select the Auditor from the AUDITOR drop-down list.
   
   
9. Select the audit that you want assigned to this auditor, and click the ASSIGN AUDITOR button.
   

   To select an audit, click the corresponding checkbox in the far left column. Click the selection checkbox at the top of the column to select all audits in the list; click it again to deselect all audits.

   
   
   

   The auditor's name appears in the Auditor column.
   
   

10. Repeat this process to assign an auditor to each audit.
11. Click the RETURN button.

To schedule an item in the holding pen and move it to the schedule:

1. Log on as a user with SCHEDULE HOLDING PEN permission.
2. Go to System > Schedule Setup > Manage Schedules.
3. Select a schedule and click the HOLDING PEN button.
   
   
4. Select the location where you want to schedule an audit. The Edit Holding Pen Item window opens.
   
   
5. If an auditor has not yet been specified, select the auditor from the Auditor drop-down list.
   
   
6. Select the START and END dates.
7. If you haven't already specified a default audit form (or if you want to change the audit form), click the Form - SELECT button to select the audit form and audit type.
8. Click SAVE & RETURN.

The item is removed from the Holding Pen and placed on the schedule.

If you want to edit any of the parameters of the audit, but aren't yet ready to schedule the audit, click the NO DATE checkbox. This prevents the item from being removed from the holding pen. Once you specify the date on which the audit is to be conducted, the item is moved from the holding pen to the schedule.

FAILED AUDITS

Once an audit has been scheduled, it is moved from the Holding Pen to the Schedule. If the audit form associated with this audit contains a ratings file in which a Fail rating has been designated, and the location fails the audit, the schedule item is marked complete in the Schedule, and a new copy of the schedule item is placed back in the Holding Pen. A re-audit can then easily be scheduled at a later date. This applies only to items in the holding pen, and only if a Fail rating has been designated for the assigned audit form.