Description: Setting up Forms
Setting up Forms
Author(s):
TCC
Last updatedFeb, 2021
Word count7,788

Please login to view this software guide or contact us to arrange access

Sections
Description: Setting up Forms
How to use this guide
Setting up Forms
Welcome to The Audit Hub User Guide - Setting up Forms.
Author
TCC
Word count196

3 Purchase online access to the section for £0.00

Description: Setting up Forms
Introduction to Forms on Audit Hub
Setting up Forms
A ‘Form’ on Audit Hub is the collection of ‘points’ (usually questions but they can be statements) which together cover all aspects under inspection, to ensure that every piece of relevant data is collected during an assessment. Forms can range from a simple list of questions of equal importance, to a complex hierarchy, with differing weighting, divided into sections and...
Author
TCC
Word count187

3 Purchase online access to the section for £0.00

Description: Setting up Forms
Creating a Form in Audit-Hub
Setting up Forms
When you first log into the Audit-Hub system, the home page ‘My Workplace’ will appear.
Author
TCC
Word count157

3 Purchase online access to the section for £0.00

Illustrations in this section
  • Description: document:image1
    document:image1
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Create the Form Scoring
    Setting up Forms
    There are two important aspects which relate to the scoring, both of which need to be completed before going on to put the questions into the actual Form. ● The compliance scheme for the Form, and ● The rating of the responses.
    Author
    TCC
    Word count98

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    The Compliance Scheme
    Setting up Forms
    This enables you to allocate a level of compliance against an answer. For example, responses may vary from satisfactory, to minor, to major and finally critical being the worst case scenario. This is displayed in the screen below:
    Author
    TCC
    Word count94

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image2
    document:image2
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    ‘Id’ column
    Setting up Forms
    ‘Id’ column - is a unique system generated sequential reference number for every compliance level. It is not integral to the building of the compliance scheme and is not something to be concerned about.
    Author
    TCC
    Word count78

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    The up and down Arrows
    Setting up Forms
    The up and down arrows allows resequencing on the screen. The levels of compliance can be moved, either by using these icons to move up or down one space at a time or drag and drop when hovering over the cross ( Hint - these arrows appear in a number of places in Audit Hub and perform this function every time).
    Author
    TCC
    Word count138

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    How to create the Compliance Scheme
    Setting up Forms
    To create the compliance scheme which will be specific to your Form,
    Author
    TCC
    Word count415

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image3
    document:image3
    By Chris Lewis
    on Feb 14
  • Description: document:image4
    document:image4
    By Chris Lewis
    on Feb 14
  • Description: document:image5
    document:image5
    By Chris Lewis
    on Feb 14
  • Description: document:image6
    document:image6
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Non-conformant column
    Setting up Forms
    The above screen has had three more levels added. It shows ‘No’ in the green and amber box indicating that when it was created, the non-conformant button was NOT ticked for these two levels. Both levels are considered to be conformant. Below are the final lowest levels of compliance, flagged as red and black, and containing the word Yes in the non-conformant column indicating that...
    Author
    TCC
    Word count164

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Removing/Restoring a level in a Compliance Scheme
    Setting up Forms
    If you create a level which you later wish to remove, you can do this by clicking on the edit icon and pressing delete. This removes the level from sight. However the level can be later viewed (and even restored) by ticking the ‘Show Inactive levels’ box on the ‘Levels’ tab. Remember that you will have to publish this amended scheme in order to make it live.
    Author
    TCC
    Word count155

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    How to Publish the final version
    Setting up Forms
    Once you have saved the final version which you wish to use, you need to ‘publish’ this version using the publish button. Once you press ‘publish’, this version will be visible on the ‘versions’ tab as live and will be the version which is available to use.
    Author
    TCC
    Word count111

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Making Amendments to an Existing Compliance Scheme
    Setting up Forms
    You can make changes to an existing compliance scheme in the same way as described above for deleting a compliance level. Either add new levels, or go into a level using the Edit icon link and change it or delete it completely. Once again, you must publish it in order to make it live, and for it to be the version that is used going forward.
    Author
    TCC
    Word count151

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Version Control
    Setting up Forms
    The Compliance schemes are all version controlled and can be seen if you select the tab ‘versions’. The ‘live’ one is the version that is available for use at that time, with a log of any previous versions.
    Author
    TCC
    Word count419

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image7
    document:image7
    By Chris Lewis
    on Feb 14
  • Description: document:image8
    document:image8
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    The Rating Scheme
    Setting up Forms
    Once you have published the compliance scheme you will need to create a rating scheme in a very similar way. Using the ‘Forms’ selection on the left hand side, hover over the ‘definitions’ and select Rating Scheme.
    Author
    TCC
    Word count85

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Creating a New Rating Scheme
    Setting up Forms
    In the same way as the Compliance scheme was set up, a rating scheme also needs to be in place before a Form can be created. It is also put together in a very similar way.
    Author
    TCC
    Word count161

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image9
    document:image9
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    How to link Rating Scheme to Compliance Scheme
    Setting up Forms
    The next step is to link the Rating Scheme to the Compliance Scheme created earlier. In the example below it will be linked to the scheme which we set up earlier called ‘FM Compliance Scheme’. If the compliance scheme is set up correctly and published it will come up as an option for the rating scheme to be linked as below. If it does not appear in the list of possible compliance...
    Author
    TCC
    Word count181

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image10
    document:image10
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Percentage or Compliance Scoring Method?
    Setting up Forms
    Next you must select a scoring method, of which there are two to choose from, ● A compliance based score ● A percentage based score
    Author
    TCC
    Word count114

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image11
    document:image11
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    How the Compliance Scoring in a Rating Scheme works.
    Setting up Forms
    Where a completed assessment has been scored using the compliance method, it will be given an overall rating depending on the paraments which have been set in the system. These parameters take into account the number of times questions have been scored using their compliance levels (Satisfactory, Minor, Major or Critical) throughout the assessment.
    Author
    TCC
    Word count360

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image12
    document:image12
    By Chris Lewis
    on Feb 14
  • Description: document:image13
    document:image13
    By Chris Lewis
    on Feb 14
  • Description: document:image14
    document:image14
    By Chris Lewis
    on Feb 14
  • Description: document:image15
    document:image15
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Status of each Rating
    Setting up Forms
    In the last screen you will also see that the colour of that rating band background and foreground colour can be chosen in the same way as the compliance scheme which we have covered previously. The other drop down selection which needs to be selected is for ‘Status’ as each rating can be given either a pass or a fail. If the pass status is selected then any question marked with that...
    Author
    TCC
    Word count176

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Critical Fail and Non-scoring Rating
    Setting up Forms
    ● critical fail - this rating would be automatically selected where certain responses in an assessment are chosen. It does not affect the final assessment score but the assessment fails due to the chosen responses. An example might be: Is a fire door working? The response ‘No, the fire door does not open’ could trigger a critical fail in the Form and would automatically give this...
    Author
    TCC
    Word count199

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Publish - If you have changed a Rating Scheme or a Compliance Scheme
    Setting up Forms
    It has already been noted that final schemes must be published if they are to go ‘live’. If there is already a rating scheme linked to a compliance scheme, and the compliance scheme has been changed (ie it is no longer the live version), the system will notify you. In effect, a changed compliance scheme automatically turns its rating scheme to draft (rather than live) so that the user...
    Author
    TCC
    Word count457

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Create a New or Edit an Existing Form Definition
    Setting up Forms
    Forms are all versioned in the same way as the two schemes above to assist in keeping track of the most recent one.
    Author
    TCC
    Word count162

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Edit Tab
    Setting up Forms
    Select your Form using the Edit button to open it up and see a number of tabs across the top which have been used to create the features of this assessment. In the screen below, you can see the tab ‘edit’ is selected.
    Author
    TCC
    Word count95

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Behaviour Tab
    Setting up Forms
    document:image16
    Author
    TCC
    Word count168

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image16
    document:image16
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Sections Tab
    Setting up Forms
    This is simply a list of the sections that have been created in the form.
    Author
    TCC
    Word count39

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Technical review Tab
    Setting up Forms
    This allows a review process before the assessment is actually scored or sent out. If the Yes button is selected, then an assessment will queue up for a reviewer to go through before it is released. (If a person is signed in as a reviewer, they will see a list of assessments waiting to be reviewed).
    Author
    TCC
    Word count123

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Conformance review Tab
    Setting up Forms
    If this is enabled using the ‘yes’ button, then this assessment will form part of the Corrective Action Management. In the Compliance Scheme set up, any response which had the non-conformant button ticked will be included in the Corrective Action Management. Further information about the Corrective Action Management can be found in this manual.
    Author
    TCC
    Word count119

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Certification Tab
    Setting up Forms
    This allows standards and skills to be added into the system, which are necessary in order to have a competent assessor for this assessment.
    Author
    TCC
    Word count57

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image17
    document:image17
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    To Add another (or the first) Section in a Form Definition
    Setting up Forms
    A newly created Form will have had a scoring and rating scheme assigned to it already and once this is done then it is a case of inputting questions and sections. These sections will contain questions and may also contain another section (a ‘nested’ section) within it, depending on how the final definition needs to work. This screen shows an example Form where two sections have been...
    Author
    TCC
    Word count219

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image18
    document:image18
    By Chris Lewis
    on Feb 14
  • Description: document:image19
    document:image19
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Reference
    Setting up Forms
    This is an area which can be used by a client to specifically relate this section to an internal standard set by that client. It is not a mandatory requirement for building a Form since not all clients have a set of internal standards. They are displayed on certain reports.
    Author
    TCC
    Word count107

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Optional
    Setting up Forms
    If this is ticked, then the section does not have to be answered in order to complete the assessment. The section can be turned off during the assessment. If it is left unticked, then the person doing the assessment must complete it to be able to finish the assessment. For example, a section about a Rotisserie in a Supermarket, may be relevant to some sites but others may not have one, so the...
    Author
    TCC
    Word count174

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Option Controlled
    Setting up Forms
    If selected, then this section will not be displayed by default. It will be turned on by a response to a previous question in the assessment. For example, a question ‘Does the supermarket have its own carpark?’. If the answer is No, then the person doing the assessment continues to the next question. However if the response Yes is selected, then this section of questions (presumably...
    Author
    TCC
    Word count147

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Putting a Section in a Section
    Setting up Forms
    document:image20
    Author
    TCC
    Word count172

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image20
    document:image20
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Putting a Question in a Section
    Setting up Forms
    Once you have selected Question when prompted, the question text needs to be added in the box. (Hint - Make the question as precise and concise as possible, the ‘neater’ the question, the better it looks on the tablet)
    Author
    TCC
    Word count95

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image21
    document:image21
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    The Question Type -
    Setting up Forms
    You have the options of: ● Free Text - as it sounds, gives the person doing the assessment the opportunity to write free text. ● Single Option - can only choose one answer out of a number of answers ● Multi Option - can choose a number of answers.
    Author
    TCC
    Word count111

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Display Mode
    Setting up Forms
    Single Line - Recommended where the answer options are short eg Yes, No,or Satisfactory, Minor, Major, Critical. These responses can all be viewed at the same time.
    Author
    TCC
    Word count75

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Required Question
    Setting up Forms
    If ticked then the questions must be answered. The assessment cannot be completed unless a required question is answered.
    Author
    TCC
    Word count47

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Reference
    Setting up Forms
    If the client wants a reference to be added to the question this is where it should be put. If not, then the box is left blank.
    Author
    TCC
    Word count61

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Guidance Text
    Setting up Forms
    This is useful information that can be added and is available for the person doing the assessment to refer to during the assessment. For example if there are certain parameters which are compliant and outside of these is not compliant, then those parameters can be reinforced here and the person doing the assessment can refer to them as a reminder.
    Author
    TCC
    Word count129

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Scoring Tab
    Setting up Forms
    document:image22
    Author
    TCC
    Word count201

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image22
    document:image22
    By Chris Lewis
    on Feb 14
  • Description: document:image23
    document:image23
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Multiple Scoring Mode
    Setting up Forms
    Where a question is answered by selecting a number of different possible responses and each answer has a different score, then the system can take with the worst case scenario by selecting Absolute Worst Result, or the best case scenario by selecting the Best Result. Which one you choose depends on how you want the Form to score - best case or worst case scenario.
    Author
    TCC
    Word count218

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image24
    document:image24
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Reporting Sets
    Setting up Forms
    These are sets of questions which have some kind of connection even though they are not positioned together in the Form. An example of this could be ‘Fire Risk’. Questions about fire risk may be spread throughout the Form (if the form follows a route through a building for example). However all the fire safety related questions, can be linked together as a Reporting Set, and used to...
    Author
    TCC
    Word count152

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    How to Create a Reporting Set
    Setting up Forms
    The screen below shows the Reporting tab on the left hand menu, then hovering over the arrowhead next to Configeration, will give you the option of Reporting Sets. This example already has 6 reporting sets created.
    Author
    TCC
    Word count195

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image25
    document:image25
    By Chris Lewis
    on Feb 14
  • Description: document:image26
    document:image26
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Using a Reporting Set when Creating Questions
    Setting up Forms
    If we go back to when we were creating questions, then once you have create a new question, you can assign it to a reporting set at that time.
    Author
    TCC
    Word count180

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image27
    document:image27
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Create a Response using Simple Scoring
    Setting up Forms
    Open up the question by clicking on the arrow head next to it. This will display any responses which are already there, along with a further indented ‘Add New’ button. Use this ‘Add New’ button to put in all the responses.
    Author
    TCC
    Word count137

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image28
    document:image28
    By Chris Lewis
    on Feb 14
  • Description: document:image29
    document:image29
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Triggered Sections
    Setting up Forms
    The Edit tab gives the option to include any triggered sections (sections which will open up if this response is selected). An example of this might be where a site may have a carpark, then a Yes response to the question ‘Does this site have a car park?’ would open up another section containing questions about the car park.
    Author
    TCC
    Word count127

    3 Purchase online access to the section for £0.00

    Illustrations in this section
  • Description: document:image30
    document:image30
    By Chris Lewis
    on Feb 14
    • Description: Setting up Forms
    Scoring tab
    Setting up Forms
    The Scoring tab allows you to put in the score for the response as well as a compliance level for this response. You can see in this case that it is a ‘Minor’ to have a mop and bucket blocking the exit.
    Author
    TCC
    Word count93

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Critical Fail Response
    Setting up Forms
    If the critical fail button is ticked against a certain response, and this response is selected in the assessment, then the assessment will be a critical fail, irrespective of the overall score. To ensure that this Critical Fail selection will work, it must have been enabled in the rating scheme linked to this Form.
    Author
    TCC
    Word count119

    3 Purchase online access to the section for £0.00

    Description: Setting up Forms
    Non scoring response
    Setting up Forms
    If you do not want this response to be taken into account in the final score, then this should be ticked. The score of the assessment will not be influenced at all by this response.
    Author
    TCC
    Word count133

    3 Purchase online access to the section for £0.00

    Need more help?
    Contact us