Checklists/Inspections and Audit Register

The following table outlines the available access levels to staff to undertake a checklist or inspection (Checklists and Inspections module), to view, monitor and report on submitted reports (Audit Register):

pocketAudit can be used for entering inspections on a tablet using either an Apple or Android device.

Initial setup is required to access this University-linked app. Follow the steps in PocketAudit setup instructions. Once setup is complete users can access the Checklists and Inspections module using their University username and password to access the University -linked app.

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Depending on local area requirements, the Reference Information section on the initial page of an inspection or checklist may be used a number of ways. Some examples are:

• Record multiple rooms being inspected rather than selecting multiple rooms individually in the Location drop down options
• Record further information relating to the inspection/checklist
• Leave blank - this is a free text field it does not populate anywhere else in the checklist.

Information added under Reference Information will be shown on the printed report and in one of the columns in the Audit Register.

Who should be included under Audit participants?

The user creating the report should include all participants who were involved in undertaking the checklist or inspection.

It is suggested that users add participants by using the search function to ensure participant accuracy. Please note: even when using the search function, the report will not populate the Audit Register of participants but will ensure their name is spelt correctly and future enhancements may leverage off this link.

Currently the listed audit participants cannot see the audits they participated in their Audit Register, however we are working on getting an enhancement to the system which would link profiles listed in the Audit Participant section to provide view access to all reports they participated in.

How much information should be included in an Action Item?

When creating an Action Item more information is better. Action Item information may include:

• location specifics - if inspecting a number of rooms or floors, it is a good idea to include room/level details in both the Findings/Observations field and with the associated actions item/s.
• details of the action required

When actions are assigned, the system-generated email only includes the information in the Action Item field. It is important to include enough information in this section for the person assigned the task to be able to complete the action without having to open and read the whole report.

How do I add an attachment?

Use the Add Attachment option within the section it relates to. A paperclip is added when an attachment has been uploaded successfully.

Do NOT use the attachment icon on the top ribbon.

A checklist or inspection can be saved as a Draft at any time.

A draft report is only visible to the user creating the report.

To find a draft report:

1. open the Audit/Checklist Register
2. select the Checklists/Inspections tab and
3. click on the Draft button.

Business unit selected is incorrect

If a user selects the incorrect business unit (as per the organisation in Themis or StudentOne), they may not be able to locate the inspection in their Audit Register once complete.

An open report can be updated

If the checklist/inspection is open (either in draft or open with outstanding action items), the business unit can be updated by the person who created the report. If the person who created the report is no longer at the university contact Health & Safety Assist to request the business unit be amended, remember to add the checklist/inspection number and name of who undertook the inspection.

A closed/complete report can not be updated

If the checklist/inspection is closed/complete (saved with no actions or all actions complete), the business unit can not be amended. It is suggested the report be re-entered with the correct business unit.

Selecting an incorrect Business Unit also means the local Health and Safety Business Partner cannot locate the checklist/inspection to view, amend or report on.

If ERMS returns an error message or can’t be accessed, clearing your computer cache can often fix the problem. To quickly clear the computer cache, click Ctrl+F5.

If the issue continues, please log a IT Services request (select Fix Something -> Applications. Under Application name select ERMS - Technical Support) for assistance.

Use the filter icon in the top left ribbon to filter based on any combination of one or more of the following:

• Reference number
• Submitter
• Audit location
• Business unit
• Reference information

Select the Filter you want to use and then click Apply.

To clear your filter selection, click on Filter again, click on Clear All and click Apply again.

Note: results will be limited based on individual user access level.

Some inspections have built-in logic. If you answer a question a certain way, the system will skip (grey out) one or more of the following questions based on the responses to earlier questions. Greyed out questions are inactive and no information can be recorded.

For example: The ERMS Workplace Inspection form is built so if a user completes a hardcopy inspection outside of ERMS they don't need to re-record all the information.  If the user selects 'No' for 'I want to complete a Workplace Inspection electronically' (on page 1), the user can upload the hardcopy form and only needs to record the action items arising, under this question only (page 1). After uploading the hardcopy inspection and recording action items, the user can click on the blue button ('Attached hard copy form, complete action items, then click to proceed') button below the question. Clicking the blue button will take users directly to the last question - past all the greyed out questions. The rest of the form is greyed out because the details of the inspection will have been recorded in the hardcopy attached and action items under the same section.