The Audits sub tab allows users to schedule, conduct, and monitor audits from a central location. It serves to make compliance and risk assessment data easily accessible.
How to Create a New Audit
Before you begin:
These steps apply when Sites and Auditors are pre-configured in the system.
-
If Sites or Auditors still need to be set up, see:
Return here once those steps are complete.
Step 1: Navigate to the Auditing > Audits sub-tab.
Step 2: Click New.
Step 3: Start typing a site name for a connected supplier into the 'Site' box, then select a recommended supplier from the dropdown menu.
Step 4: Select an Audit Type from the dropdown menu, then click Continue.
Step 5: Click Add Auditor on the TraceStation page to assign an auditor. Update any other additional information as needed on the page.
Step 6: Click Save.
Populate the Audit
Once an audit is created and an auditor is assigned, there are two ways to add information:
Fill it out directly in TraceGains – Enter responses, upload files, and save progress within the platform.
Generate an ActionForm – Export the audit form to complete offline, or send it to a supplier for input.
Option 1: Fill Out in TraceGains
The assigned auditor completes the audit directly in TraceGains:
Enter details in the fields defined for the audit.
Attach supporting files such as images, documents, or notes.
Save progress at any point.
This clip showcases an example.
Option 2: Generate an ActionForm
The ActionForm provides a way to complete the audit outside of TraceGains:
Download or email the fillable form for offline completion.
Use it for offline entry, a desk audit, or a pre-assessment before an on-site audit.
Re-upload the form to TraceGains to validate and import the data.
This short video below gives instructions on how to Generate an ActionForm.
Publish the Audit & Follow Up
Now it's time to wrap up your audit.
Finalize the audit by adding conclusions and outcomes. Attach any supporting documents as needed.
Publish the audit report using the appropriate publishing template. This step is usually completed by the auditor, who then shares results with suppliers or internal stakeholders.
Issue Nonconformances and CARs for findings that require corrective action. The auditor can create and assign these items to suppliers or internal stakeholders.
Step 1: Within the audit, go to the Hamburger Menu > Publish Audit.
Step 2: Choose your settings. Then, click Continue.
Step 3: Fill out the rest of the information. Once you are done, click Publish to generate the audit report.
Step 4: If any finding require a nonconformance or corrective action (CAR), the auditor can create and assign CARs.