Audits
Jakamo Audits App can be used for instance in conducting, sharing reports and following actions in supplier audits. Audits App does not support integrations at the moment, so both parties, auditing company and company being audited always use the Jakamo web user interface.
Jakamo Audits App is found under the APPS from the left navigation bar. Audits App is available for all Jakamo users despite of whether it is in active use with some of the business partners or not.
Tasks can be utilized for mitigating the findings from the audit. Learn more about the tasks in audits.
1. Audits list view
The audits list view displays all the audits your company has sent and received. Note the separate sent and received tabs under the filters. The list view gives basic information about the audits. Each row represents a single audit. It’s possible to filter and sort the list view, for example, by audit statuses. The filtering options and search feature helps the user to find a specific audit.
Check that you are in the correct tab sent or received on the Audits list view to find audits you have sent or received!
2. Audit in Jakamo
2.1 Creating a new audit
New audit can be created by hitting the orange ADD NEW icon in top part of the Audits list view. This will open the single audit view.
2.2 Sharing
Sharing section shows the Owner company and Shared with -company, in the other words, auditor and audited companies. Sharing authorizes this specific audit to be visible only to these companies and all of their users.
- Owner company = the auditing company, a company that conducts an audit, usually the buyer company.
- Shared with = the company that is audited, usually the supplier company.
2.3 Status
Audit status shows in which phase or the validity this audit is, is it in progress (statuses Draft and Planned), done and valid (status Valid) or done and expired (status Outdated). Audit can also be cancelled by moving it to status Cancelled.
2.4 Basic info
Basic info consists of all the necessary basic information about the audit. Basic info can be referred as title level information, including the title, description, audit date and validity period.
Audits can be conducted also to companies that do not yet have a company account in Jakamo or business relations with your company in Jakamo. In those occasions, company name and contact person can be typed to respective text fields within the Basic info section.
2.5 Users
Jakamo users related to the Audit item are presented in the Users section. Jakamo users can be assigned to be a responsible users of any existing item in Jakamo. The creator of the Audit item is an Author user of the item. One or more responsible users can be set to the item from Author or Shared with -company. See more about the Author and responsible users from Application functionalities page.
2.6 Tags
Tags can be used to categorize audits in Jakamo in a customized way. See more about how to use tags on the Jakamo item. See also how to pre-define tags by creating tag groups on Jakamo company settings.
2.7 Audit info
Audit info is the most essential section within audit item. It consists of four text fields typical in different audits:
- Defect and notions for reporting and summarising the findings from the audit
- Corrective actions for listing the corrective actions suggested or required for different findings in the previous text field
- Conclusions for summarising the corrective actions applied
- Planned / Next audit date is a date field for the next audit
2.8 Tasks
Task can be used to manage and automatically remind users to do different kinds of activities related to the individual audit or other Jakamo item. Tasks are explained more in detail on Application functionalities page.
One way for effective use of Jakamo Audits is to add a task for each finding listed in the Audit info section. Users from the company the audit is shared with can perform tasks and for instance set different statuses (In progress, Ready for review, Completed etc.) for each task.
This way both parties, the Author person or other users from the author company and the users from the company audited can follow and stay up to date about the progress made in mitigating the findings of the audit.
2.9 Files
Audit can contain different kinds of files as an attachment. Both Owner and Shared with -companies can download and upload files if it is not separately denied by the Author user. See how to upload or download files and how to use folders to help navigate when having multiple attachments on the Application functionalities page.
2.10 Submitting and saving Audit as a template
When the Author has filled a new audit as needed, possibly added some tasks, files and tags to it, it can be shared to company(-ies) in the Shared with section by hitting the orange SUBMIT icon from the bottom of the singel audit view.
An audit can also be saved as a template. This can be usefull if for instance same kind of an audits are conducted to several different suppliers. Templates are not included to Jakamo standard plan. Your company's plan can be checked and different plans comparedand purchased from the Plans & billing section available for Company Admin users in the hidden menu.
Templates can be either personal templates (available for the Author user for the item) or company templates (available for all users within your company.) Learn here more about the My templates and Company templates.
3. Receiving an audit in Jakamo
Typically supplier companies are the companies being audited in Jakamo by customer companies. When your company receives an Audit item from your partnership company in Jakamo, users within your company can edit and hence response to audit in Jakamo.
Sections the users from the company an audit is shared with can edit or add, are:
- Responsible user in Users section.
- Tags: You can learn more about tags from here.
- Tasks: Users from the companies the audit is shared with can edit Responsible user, Deadline, Time estimate and Status columns for each task, if the Author user has not prohibited editing from the other companies. You can learn more about tasks from here.
- Files: Users from the companies the audit is shared with can add new files and delete files they have added. Users from the Owner company can also delete the files that users from other companies have added. You can learn more about files from here.
- Discussion: Users from both parties can always add comments to discussions. You can learn more about discussions from here.
Didn't you find what you were looking for? Send email to Jakamo support (support@thejakamo.com) and we will help you.