On this page:
This is a training checklist to be used for instructor-led training sessions or as a reference (its not really suited as a self paced worksheet).
Navigation Overview
CS Incident allows 5 Issue Types to be recorded, with the 'Incident' issue Type divided into further subcategories.
Each Issue is entered and managed in 2 sections - the Report screen and the Manage screen.
Navigation and Workflow Powerpoint
This powerpoint provides a good overview - stop at the workflow section but keep the powerpoint open.
Workflow, Responsible Manager and Closeout Manager
Each Issue goes through a 4 step workflow. There are two main approval gates that each Issue must pass through as part of the workflow, which are controlled by the Responsible Manager (RM), and the Closeout Manager (CM).
Who can act as the RM and CM is controlled in CS Access via permissions. Each Issue has a RM and CM selected when it is created. Those people are sent notifications when the issue is first saved. The RM can modify these selections when they are first notified of the Issue if inappropriate selections were made.
Refer to the previous powerpoint for a summary of the workflow.
Exercise 1: Enter an Issue
- Create an Issue as an example.
- Click 'New Audit Type' to create a New Audit Type (you will see the screen shown below).
[click to enlarge] - Give your Audit Type a name, such as 'Ergonomic audit' or 'Project 6 monthly Environmental Review' and enter some guidance for the Auditor.
- Select an existing Audit Category for your new Audit Type.
See the User Guide for details on how to add and edit the Audit Categories. - Option 1 - Electronic checklist : Select a checklist from the Survey selector.
This will insert an electronic checklist from the Checklist module into the Audit Type.
Option 2 - NO Electronic checklist : Leave the Survey selector blank.
This means that the Auditor will use the documents you attached in the next step to conduct the audit. - Select a document and/or a checklist to be included in your Audit Type. These will be provided to the Auditor each time this Audit Type is used. They are selected from the Filing Cabinet within CS Intranet.
- Click 'Save' to create your Audit Type.
- Check the list of Audit Types for your new entry - its now ready to be used for a scheduled or ad-hoc audit.
Scheduling an Audit
Scheduled Audits are used to create your annual audit program. In order to Schedule Audits you must firstly create your Audit Types as per the previous exercise. Once these are created they can be used to build your audit program.
Exercise 2: Schedule an Audit
In this exercise you use an Audit Type already within the system to schedule an audit.
- Open the Audit Types menu within the Audit Module. This will show you a list of the existing Audit Types, and the Category they are allocated to.
- Click 'New Scheduled Audit' (you will see the screen shot below).
[click to enlarge] - Locate the Audit Type you just created by first entering the Audit Category, and then selecting the Audit Type from the list provided.
- Choose a month range (Start Month and End Month) for your audit to be conducted.
The smallest range is 1 month, by selecting the same Start Month and End Month. - Specify whether you wish the audit to recur i.e. be conducted once, or conducted every 6 months (for example).
Select '0' if the audit is to only be conducted once. - Nominate the Audit Scope.
See the User Guide for details on how to add and edit the Audit Scope. The Audit Scope may be a list of Projects or Divisions (for example) and may include an option such as 'No specified scope' if required. - Nominate the Location (optional).
See the User Guide for details on how to add and edit the Audit Scope. The Audit Scope may be a list of sites or divisions (for example). - Select yourself as the Manager. The Manager is the person who will be required to complete the Audit.
- Click 'Save' to schedule your Audit.
- Click 'Go to Manage Audits Page' to view the list of audits (the 'audit schedule').
- Check for your audit - it will appear in the list with your name as the Manager.
Make a note of the Audit you have just scheduled - we will use it in Exercise 3.
Completing an Audit
Once you have an audit scheduled you are able to complete it.
Exercise 3: Complete an Audit
In this exercise you will complete the Audit that was scheduled in Exercise 2.
- Open the Manage Audits menu within the Audit Module. This will show you a list of the existing audits that have been scheduled.
- Locate the Audit you created in the previous exercise, and click 'Edit'.
- You can now fill in the details of the audit as if you have conducted it. Start by entering the date the audit was carried out, and the auditor name.
- Download any checklists and documents that have been provided with the audit. You would have used these to conduct the audit.
- OPTION: If your Audit has an embedded checklist (you would have selected this in Exercise 1), open it and complete some details.
- OPTION: Upload an Audit Report (click Attach File) - this is where your evidence of the audit and other documents you create in the course of the audit will be attached.
- OPTION: Create an Action by clicking 'Add Action' and completing the form that opens
Note: Once you have saved your task and it appears in the list on the screen, you will need to click 'Convert to task' if this action is to be sent to the actionee. If you wish to manage the task yourself (within the audit then leave it as-is).
[click to enlarge] - When you are satisfied with the details you have entered, click 'Save'. This will record the details in the audit and return you to the list.
Note that in order to fully complete your audit, any Actions must be Closed, and the Audit marked as Closed. There is also the option of marking the Audit as Complete as an intermediate step:
Complete: All Actions are Closed (or there are no Actions) but the Declaration is not completed.
Closed: All actions are Closed (or there are no Actions) and the Declaration is completed.
Entering Ad-Hoc Audits
Ad-hoc Audits are used when you have a completed audit that is a 'one-off' or unscheduled audit that you wish to document. They do not get scheduled i.e. they aren't planned but are completed and entered as required. Ad-hoc Audits still need to use one of the existing Audit Types.
Remember: When you create an Ad-hoc Audit, you are actually documenting the audit and its results, not just planning to do it in the future.
Exercise 4: Enter an Ad-Hoc Audit
In this exercise you use an Audit Type already within the system to schedule an audit.
- Open the Manage Audits menu within the Audit Module. This will show you the current Audit Schedule, including any Ad-hoc audits that have been entered.
- Click 'New AD-HOC Audit' (you will see the screen shot below).
[click to enlarge] - Locate the Audit Type you wish to use by first entering an Audit Category, and then selecting the Audit Type from the list provided.
- Nominate the Location (optional).
See the Administration chapter for details on how to add and edit the Audit Scope. The Audit Scope may be a list of sites or divisions (for example). - Select the Manager. This is the person who completed the Ad-hoc Audit.
- Click 'Save' to complete Step 1 (you will now see the screen shot below).
Your audit is now created and you need to complete additional details.
[click to enlarge] - Enter the details of your audit, including the date it was completed, auditor details and score.
- Click 'Save' when you are finished.
You can return to the audit at any time to enter more details and finalise it by locating it in the list, and clicking Edit.