Creating a new Checklist

Creating a New Checklist

Introduction

Checklists are currently central to the audit process within iPassport. They can be based on questions designed by users or on questions extracted from standards. Once a checklist is created within iPassport, it can be used time and again for audits. iPassport includes designated fields to allow auditors to respond to each item in a checklist within iPassport directly. With smart device compatibility, iPassport offers the ability to conduct audits and add responses in a live setting. Alternatively, checklists can be printed so that findings can be recorded manually before feeding them back into iPassport. This information can then be actioned if necessary, using the task engine within iPassport. Please refer to the user guide, Internal Audit Management for more information about this.

Creating a new checklist

iPassport Checklists have been designed to be used in conjunction with an audit; an audit can be easily configured with one or more checklists. A checklist can be built up either directly from standards (already imported to the account), from a series of questions designed by the user or from a combination of the two.

Permissions Required

The following permissions are needed to create and build checklists:

• Checklists:Create Checklists - to see the New Checklist tab and create a checklist
• Checklists:Edit Checklists - to add sections, steps and standards (Add Section, Add Step, Add Standard) and to reorder them
• Checklists:Delete Section Steps - together with Checklists:Edit Checklists, to delete steps, standards and empty sections
• Standards:Search Standards - to search for standards in the Add Standard pop-up window

To create a new checklist:

1. Go to Quality Management > Checklists > New Checklist (or use the add [+] sign as a shortcut)
   
   
2. Select the Organisational Unit the checklist belongs to (this is a required field; only OUs where you have permission to create checklists are listed)
   
   
3. Enter a relevant name for the checklist in the field, Name (this is a required field)
   
   
4. Select a List Type to help classify it (optional field)
   
   
5. Enter free text in the Header section (optional field)
   
   
6. Click Create Checklist
   
   
   [[SCREENSHOT NEEDED: Quality Management > Checklists > New Checklist form showing the Organisational Unit, Name, List Type and Header fields and the Create Checklist button]]
   
   
7. Click the Contents tab
   
   
8. Click [+]Add Section
   
   

   Note

   A section must be added before standards or steps can be added.

   
   
9. Enter an index in the Index field
   
   

   Note

   Only numbers can be entered (a decimal place is allowed); they help ordering and differentiating the sections.  This field is required and each index must be unique within the checklist.

   
   

10. Enter a name for the section in the Heading field (this is a required field and must be unique within the checklist). If standards are used, it should make reference to them for clarity.
    
    
11. Click Add Section to expand the area for new additions
    
    
    
12. To populate the section, click the Steps (three vertical dots) icon under Actions. The same column also has an edit (pencil) icon to edit the section and, once the section has no steps, a delete (trash/bin) icon to remove it (deleting a section requires the permission Checklists:Delete Section Steps)
    
    
    
13. To add a standard, click (+)Add Standard
    
    
    
14. Enter a standard search term (e.g., 5.3.1) in the Add Standard pop-up window to find available standards
    
    

    Note

    Only standards (Entry items, not headings) from standard sets that have been signed off and are not archived are listed; draft standard sets do not appear. Standards already added to this section are not listed. If a standard has already been added to the checklist, the message, “This standard has already been added to this checklist. Please choose another.” is shown. The permission Standards:Search Standards is required to use the Add Standard pop-up window.

    
    

15. Select an OU to display only standards from that OU
    
    
16. Click the link (chain) icon under the Link column of the standard to add that item
    
    
    

    Note

    Standards can only be searched in the OUs the user has access to.

    
    

17. To add a user designed question, click [+]Add Step to expand the area
    
    
18. You can leave the Index field blank to let the system auto-generate it
    
    
19. Enter free text in the Step Detail field
    
    
20. Click Add Step
    
    
    
    
21. When all steps have been added, click Return to Sections
    
    
22. Additional sections can be added following the steps above
    
    

The number of standards and user designed steps added are grouped under the column, Steps for each section.

Standards and steps can be deleted by using the trash/bin icon under Actions (this requires both Checklists:Edit Checklists and Checklists:Delete Section Steps). Steps can be edited. When they are added, they get placed at the bottom of the list. The arrows under Order allow moving the standards and steps into the desired order.

Once all sections have been added, the checklist is complete and can be used as part of an audit.

The checklist's Actions dropdown menu also offers the following options (permissions dependent):

• Clone Checklist - requires Checklists:Create Checklists
• Export to CSV - requires Checklists:Print Checklists
• Set as Inactive / Set as Active - requires Checklists:Enable/Disable. Inactive checklists are not offered when adding checklists to an audit.

Managing Checklist Types

Instructions on how to manage this configurable look-up field can be found in this article: Managing Configurable Look-up Lists

This video helps understand the steps visually: