Completing Inspection Form Sections

Filling Out Inspection or Audit Forms

Once an inspection or audit record is logged and in an active state, you can complete its detailed sections. The structure and content of these sections are defined by your administrator in the custom form for that specific type of inspection or audit.

Common Elements and Best Practices:

1. Navigate Sections: Forms are usually organized into logical sections or tabs (e.g., "Pre-Use Checks," "Safety Observations," "Clause 7.1 Resources Audit Questions"). Expand these to access the fields.

2. Answer Questions:

   • Forms will contain various question types: text fields, dropdown lists, checkboxes (for multiple selections), radio buttons (for single selection), date pickers, etc.
   • Some answers might trigger conditional logic (e.g., showing additional questions based on a "Yes" or "No" response) or contribute to a score.

3. Record Observations and Evidence:

   • Use designated text areas to provide detailed observations, explanations, or evidence for your answers.
   • Many forms allow you to attach files (photos, documents) as evidence directly to specific questions or to the overall record.

4. Linking to Actions or Hazards:

   • If an inspection finding reveals a non-conformance, a hazard, or an opportunity for improvement, use the "Link Action" or "Log Hazard" functionality. This creates a traceable link to the Actions or Hazards module for follow-up.

5. Critical Control Management (CCM) Integration:

   • If the inspection/audit is designed to verify a Critical Control from your CCM module:
     • Pay close attention to questions directly assessing the control's performance standards. For example, a question might ask: "Is the emergency stop button for Machine X (a Critical Control) tested and confirmed operational this week?"
     • Your observations should clearly state whether the Critical Control is effective.
     • If a Critical Control is found to be ineffective or deficient, it's crucial to log this accurately. This finding, when the inspection is completed, can automatically trigger updates in the CCM module, potentially changing the Control's status to "Not Effective" and notifying relevant personnel. You should also typically log an urgent Action for remediation.

6. Save Progress: Save the record periodically as you complete the form, especially for longer or more complex inspections/audits.

Once all relevant sections are filled according to the form's design and your findings, the inspection/audit is ready for review and closure.