Create Audit

Explanation

Use this activity to create a new audit. A quality audit is the process of a periodic, independent, documented, and systematic examination of a quality system carried out by an internal or external quality auditor to ensure that the organization has clearly defined quality procedures and that it complies with the defined procedures.

Prerequisites

At least one Audit Authority must have been defined in Audit Basic Data/Audit Authority .
To create a new audit connected to a business object, the business object must have been configured in the Object Connections window as audit aware by a system administrator

System Effects

As a result of this activity, an audit in the Planned status is created.

Window

Create Audit Assistant
Audit
Audits
Compliance Planning

Related Window Descriptions

Create Audit Assistant
Audit
Audits
Compliance Planning

Procedure

There are four different ways of creating an audit:

  1. Create a new audit using the Create Audit Assistant.
  2. Create and connect an audit to a business object using the Create Audit Assistant.
  3. Create a new audit via the Compliance Planning window, using the Create Audit Assistant.
  4. Create a new audit via the Audit window.

  1. Create a new audit using the Create Audit Assistant:
  1. Open the Create Audit Assistant.
  2. In the Audit Description field, enter a description of the audit.
  3. In the Company field, enter a value or click List to select one from the List of Values. Entering a value in this field is mandatory. The default value is the current company that the user ID is connected to.
    Note: Only users with access to the company entered will be able to view the audit.
  4. In the Site field, enter a value or click List to select one from the List of Values. Entering a value in this field is not mandatory.
    Note: If a site is entered, then only users with access to that site will be able to view the audit. If a site is not entered, then all users with access to the company entered in the previous step will be able to view the audit.
  5. In the Audit Authority ID field, enter a value or click List to select one from the List of Values. Entering a value in this field is mandatory.
  6. In the Expected Audit Date field, enter a value for the expected audit date. Entering a value in this field is mandatory.
  7. Click Next.
  8. In the Auditor ID, Audit Location, External Auditor Name, Default Internal Org, Default Internal Owner, Project ID and Activity Sequence fields, enter any known information about the audit or click List to select values from the List of Values.
  9. If many audits need to be created at the same time, enter a value in the No of Occurrences field and in the Audit Period field. Then select unit for the period between audits; days, weeks, months, quarters or years. Entering values in these fields is optional.
  10. Click Next.
  11. In the Business Area ID field, enter a value or click List to select one from the List of Values. Entering a value in this field is optional.
  12. In the Reference Standard field, enter a value or click List to select one from the List of Values. Entering a value in this field is optional.
  13. If a Reference Standard has been selected in step 10, then select the Required check box for one or many reference ID records. One audit focus area record will be created for each selected reference ID.
  14. Click Finish to create the audits.
  1. Create and connect an audit to a business object using the Create Audit Assistant:

If a business object has been made audit aware then it is possible to create an audit that is connected to the required business object. For instance an audit can be created and connected to a specific supplier in the Supplier window.

  1. Open the required window, for instance the Supplier window, and search for the required record.
  2. In the Attachments panel, click Audit Management.
  3. Click New to create a new audit connected to the business object. The Create Audit Assistant opens.
  4. Follow the steps described in procedure A above to create the audit.
  5. If an already existing audit should be connected to the business object, click Attach.
  6. Search and select the required audit, then click OK to connect it to the business object.
  1. Create a new audit via the Compliance Planning window, using the Create Audit Assistant:

An audit can be connected to a compliance plan record.

  1. Open the Compliance Planning window.
  2. Click Search to lookup the required target year.
  3. To create a new audit and connect it to a compliance plan record, select a compliance plan record, right-click and then click Create Audit. The Create Audit Assistant opens.
  4. Follow the steps described in procedure A above to create the audit.
  1. Create a new audit via the Audit window:
  1. Open the Audit window.
  2. Create a new record.
  3. In the Audit Authority ID field, enter a value or click List to select one from the List of Values. Entering a value in this field is mandatory.
  4. In the Audit Description field, enter a description of the audit.
  5. In the Company field, enter a value or click List to select one from the List of Values. Entering a value in this field is mandatory. The default value is the current company that the user ID is connected to.
    Note: Only users with access to the company entered will be able to view the audit.
  6. In the Site field, enter a value or click List to select one from the List of Values. Entering a value in this field is not mandatory.
    Note: If a site is entered, then only users with access to that site will be able to view the audit. If a site is not entered, then all users with access to the company entered in the previous step will be able to view the audit.
  7. In the Expected Audit Date, Auditor ID, Business Area ID, Audit Location fields, enter any known information about the audit or click List to select values from the List of Values.
  8. Save when complete.