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*** ## Completing the Form Use the **Create Audit Program** form to define the structure, scope, and requirements of the audit program.IMAGE
{% hint style="success" %} For guidance on common form features and functions, see [**Working with Forms**](/interfacing-help-files/end-users/exploring-apps/working-with-forms.md). {% endhint %} *** {% stepper %} {% step %} ### Copy Existing Program (Optional) If your new audit program is similar to an existing one, you can copy that program as a starting point.IMAGE
* [**Copy Existing Program:**](#user-content-fn-1)[^1] Select the program you want to use as a template. * **Copy Audit Program:** Click to populate the form (including any collapsed sections) with the selected program’s information. {% hint style="danger" %} This action will overwrite any data already entered in the form. {% endhint %} Review and update the fields as needed to reflect the new program. *** {% endstep %} {% step %} ### Define Audit Parameters Provide the information required to identify, classify, and configure the audit program.IMAGE
* **Audit Name:\*** Enter a clear, descriptive title for the audit. * [**Audit Type:**](#user-content-fn-2)[^2]**\*** Select the audit type. {% hint style="warning" %} Additional fields may appear based on your selection. * **Supplier** * [**Supplier:**](#user-content-fn-3)[^3] Select the supplier to be audited. * When a supplier is selected, the following fields are automatically populated with available information. Review and update them as needed. * **Supplier Contact Number:** The phone number of the supplier’s representative. * **Supplier Email:** The email address of the supplier’s representative. * **Supplier Address:** The physical address of the supplier. * **Contractor** * [**Contractor:**](#user-content-fn-4)[^4] Select the contractor to be audited. {% endhint %} * [**Category:**](#user-content-fn-5)[^5] Select the classification used to group similar audits for reporting and analysis. * [**Compliance Program:**](#user-content-fn-6)[^6] Select the compliance program applicable to the audit. * [**Frequency:**](#user-content-fn-7)[^7] Select how often the audit will be conducted. * **Estimated Effort (Hours):** Enter the estimated number of hours required to complete the audit. * **First Reminder to Be Sent:** Enter the number of days before the audit start date when the first reminder should be sent. * [**Content Language:**](#user-content-fn-8)[^8] Select the language used for audit documentation, reporting, and communication. {% hint style="danger" %} If expected options are missing from the dropdowns, contact your administrator. {% endhint %}━━━━━━━━━━━━━━━━━━━━━━━━━━━
**Read-Only Fields** (🔒) * **Audit ID:** A system-generated, unique identifier used for tracking and reference. {% hint style="warning" %} This ID is assigned upon submission and includes a code based on the selected compliance program.IMAGE
{% endhint %} *** {% endstep %} {% step %} ### Specify Organizational Context Define the organizational structure and boundaries within which the audit will be conducted.IMAGE
* [**Business Division:**](#user-content-fn-9)[^9] Select the primary functional unit (department) relevant to the audit. * Selecting a division filters the options shown in the **Business Line** field. * [**Business Line:**](#user-content-fn-10)[^10] Select the specialized unit within the selected division. * [**Audit Methods:**](#user-content-fn-11)[^11] Select one or more methods that will be used to conduct the audit. * [**Site(s):**](#user-content-fn-12)[^12] Select one or more physical or operational locations relevant to the audit. *** {% endstep %} {% step %} ### Assign Audit Team Assign the team responsible for planning and conducting the audit.IMAGE
* [**Team:**](#user-content-fn-13)[^13]**\*** Select the responsible team. {% hint style="warning" %} When a team is selected, the following read-only field is automatically populated: * **Team Leader:** The user responsible for coordinating the audit activities and managing the team. {% endhint %} * [**Participant Auditors:**](#user-content-fn-14)[^14] Select one or more users who will take part in the audit. {% hint style="info" %} This field is automatically populated with members of the selected team. You may add or remove auditors as needed. * The selected auditors are carried forward to the [**Schedule Audit**](/interfacing-help-files/auditors/managing-internal-audits-apps/planning-and-executing-audits/schedule-audit.md) stage of the [**Audit Planning & Execution**](/interfacing-help-files/auditors/managing-internal-audits-apps/planning-and-executing-audits.md) workflow, where the team leader assigns roles and responsibilities. {% endhint %} *** {% endstep %} {% step %} ### Link Related Elements (Optional) Associate the audit with relevant elements to indicate relationships, dependencies, or impacts.IMAGE
* [**Related To:**](#user-content-fn-15)[^15] Select one or more associations relevant to the audit. {% hint style="warning" %} Additional fields may become available based on your selection. * **Process** * [**Process(es):**](#user-content-fn-16)[^16] Select one or more associated processes. * **Service** * [**Service(s):**](#user-content-fn-17)[^17] Select one or more associated services or capabilities. * **Product** * [**Product(s):**](#user-content-fn-18)[^18] Select one or more associated products. {% endhint %} *** {% endstep %} {% step %} ### Define Rationale (Optional) Provide the reason for conducting the audit, including any specific concerns, objectives, or triggers.IMAGE
*** {% endstep %} {% step %} ### Define Scope (Optional) Establish the boundaries and focus of the audit.IMAGE
* **Objectives**: Define the intended outcomes of the audit, including what it aims to assess or achieve. * **Scope**: Describe the boundaries of the audit, including the processes, activities, or areas to be covered. * **Risks**: Identify any known or potential risks relevant to the audit. * **Opportunities**: Identify opportunities for improvement, optimization, or value creation. * **Criteria**: Define the standards, policies, procedures, or requirements against which the audit will be conducted. *** {% endstep %} {% step %} ### Plan Logistics (Optional) Identify the logistical, financial, and operational requirements necessary to support audit planning and execution. #### :circle-question: Considerations Select all applicable factors that may affect planning or execution.IMAGE
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#### :money-check-pen: Financial Resources Define the financial resources required for the audit.IMAGE
Click **Add** to record a resource. A new row will appear in the grid.IMAGE
* **Item:** Enter a descriptive name or title for the resource. * **Cost:** Enter the estimated cost associated with the resource. * **Time:** Enter the estimated time required or impacted by the resource. * **Comment:** Enter any additional notes or context. {% hint style="info" %} To apply changes, click **Save Changes** or click outside the grid. To cancel, click **Discard Changes**. {% endhint %} Added entries appear in the grid with the following options: * **Edit:** Click directly in a grid cell to modify its contents. * **Delete** ( :trash-can: ): Click to remove a resource. {% hint style="info" %} Confirm deletion by clicking **Save Changes** or clicking outside the grid. To cancel, click **Discard Changes** or **Undo** ( :rotate-left: ). {% endhint %}━━━━━━━━━━━━━━━━━━━━━━━━━━━
#### :circle-info: Additional Requirements & Arrangements Specify any special requirements or arrangements relevant to conducting the audit.IMAGE
*** {% endstep %} {% step %} ### Prepare Agenda (Optional) Provide the agenda that will guide the execution of the audit.IMAGE
* **Agenda Document(s):** Upload relevant documents. * **Description of the Agenda:** Provide a summary of the agenda, including its purpose and key items to be covered. *** {% endstep %} {% step %} ### Add Comments (Optional) If needed, you may include:IMAGE
* **Notes:** Enter any additional information or context relevant to the audit. * **Comments:** Add clarifications, questions, or discussion points to support collaboration. {% hint style="info" %} #### Commenting Guidelines Comments remain visible throughout the workflow for transparency and communication. * You can **edit**, **delete**, or **reply** to your own comments. * You can **reply** to others' comments but cannot edit or delete them. {% endhint %} *** {% endstep %} {% step %} ### Select Requirements Specify the requirements to be validated during the audit. {% tabs %} {% tab title="Select Prior Requirements" %} This tab provides access to all requirements previously defined in the system, including both QMS-defined and repository-defined requirements used in past audits. You can select requirements from this list and assign them to the current audit. {% hint style="info" %} QMS-defined requirements are those defined using the [**Requirement Management**](/interfacing-help-files/auditors/managing-internal-audits-apps/managing-requirements.md) category. {% endhint %}IMAGE
To assign requirements, follow these steps: 1. **Select Requirements** * Mark the items you want to assign by checking the corresponding **Selected** box.Tip: You can also use Select All to select all items in the grid, or Deselect All to clear all selections.
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To assign requirements, follow these steps: 1. **Select Audit Subject** * In the **Select Audit Subject** field, choose the module containing the relevant documentation. * **Available Modules:** Process, Document, Rule, Control, or Capability. * Once selected, the **Select Folder** field appears. 2. **Select Folder** * In the **Select Folder** field, click the :angle-down: icon to open a form displaying a tree structure of documentation folders. * Double-click the desired folder to select it. 3. **Select Requirements** * Mark the items you want to assign by checking the corresponding **Selected** box.Tip: You can also use Select All to select all items in the grid, or Deselect All to clear all selections.
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* To remove a requirement, select the **Delete** ( :trash-can: ) icon. {% hint style="info" %} Confirm deletion by clicking **Save Changes** or clicking outside the grid. To cancel, click **Discard Changes** or **Undo** ( :rotate-left: ). {% endhint %} * To open a requirement in read-only mode, select the **View** (  ) icon. * To access the full content of the requirement description, select the **Expand** ( :up-right-and-down-left-from-center: ) icon. *** {% endstep %} {% step %} ### Submit Program Click **Submit** to enter the program into the **Audit Program Management** workflow, routing it to the designated team leader for [evaluation](/interfacing-help-files/auditors/managing-internal-audits-apps/creating-and-managing-audit-programs/review-audit-definition.md). *** {% endstep %} {% endstepper %} *** ## See Also| Cover image | |||
|---|---|---|---|
| Manage Audit Programs | Browse and manage all submitted audit programs across the organization. | App-V16-Icons-1.png | Tracking & Monitoring Audit Programs |
