Quality Audit Process - An Overview

Let us see how this process works.
The auditing process consists of the following steps:

1. You create audit templates with details like name, frequency, etc.
2. You set the time and frequency of generating the templates.
3. You assign the templates to auditors (single auditors, organizations, and groups).
   1. You also have the option of creating internal tickets automatically from a form if the auditor finds an issue while auditing. 
4. You then add sections, questions, and scores to these questions. 
5. The system generates forms automatically based on the frequency you add.
6. The Audit Forms appear in the Audit Forms List View as well as the mobile apps of the designated auditors. 
7. Based on the audit scores, you generate insights.

The Quality Audit process consists of five major components - Audit templates, Questions, Audit Forms, Internal Tickets, the Mobile App, and Audit Insights. ​​​
 

• Audit Templates
  • An Audit Template is a template you create in the CRM with all the details required in an Audit Form. You can generate Audit Forms from these templates. In Vtiger CRM, you can generate Audit Forms both automatically and manually. Manual generation of Audit Forms is currently available for the Field Sales module only. 
  • In an Audit Template, you can add details like the template name, starting date, and name of the template owner. You can also set the following: 
  • Frequency:  You generate Audit Forms automatically based on the frequency you set. You can auto-generate them daily, weekly, monthly, or yearly. Another useful frequency option is Manual. The Manual option lets you generate a form on the chosen data manually. Note: The manual option is currently available only for the Field Sales module.  
  • Recurrence: The Recurrence field lets you generate forms for the selected day, month, etc. For example, you can generate the audit form continuously for three days, if you select the Frequency as three.
  • Conditions: Lists that you have created in the Organization module will be listed here. You also select the fields from an Organization in the Conditions field. 
  • Auditor: You can select an auditor or group of auditors from the drop-down. When a group of auditors is selected, forms are assigned on a Round-robin basis. For example, If you have ten outlets and three auditors, the CRM will assign one outlet for each auditor, and begin with the first one again. 
  • Questions: You can add questions and scores based on what needs to be audited in an organization. For example, if auditing is done for a restaurant, you will have questions about kitchen cleanliness, food materials, linen, and safety. You can add questions in separate sections, and assign a checklist to each section. You can also highlight a section as critical to make it a high priority. The overall auditing score will be based on these scores in each section.
• Audit Forms: Audit Forms are auto-generated from your templates. These forms are accessible by auditors from the mobile app to perform auditing.
• Mobile App: Once the audit templates are created, they are available in the Vtiger CRM Mobile app. When the auditor logs in to the app, they can find the different statuses of the forms like In progress, Today, Pending, Completed, and Upcoming. They use the forms that are available only under Today’s category for auditing. Auditors can assign scores and add details, comments, images, and videos to the Audit form. ​
• Audit Insights: Insights are charts or reports you generate for an auditor, the audit, audit scores, etc. These reports give you information about auditors’ activities, outlet activities, best-performing outlets, best practices that help succeed, etc.