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Using Live Sites Audits

Su Subburaj
Su Subburaj
  • Updated

Overview

When you license SiteOwl Live, you have access to the Audits feature, enabling you to perform regularly scheduled Preventative Maintenance Inspections. Audits are created in the Web Application and are then performed in the field where the status of Devices is captured using an Audit Printout or a laptop connected to SiteOwl's Web App. The details of each Audit are stored for future reference and can be viewed within the Audit itself or by viewing the details of an audited Device.
 
When you create a new Audit in SiteOwl, it will include the Live Primary Devices of the System Type(s) you select for a single Live Site. If you need to audit multiple Sites for an Account, you'll create a new Audit for each Site. Secondary Devices are not directly included in the Audit but can be evaluated while inspecting their Primary Devices. For example, if the Access Control System Type is selected for your Audit, Primary Devices like Double Doors might be included in the Audit’s Device List. If you discover an issue with a door's Secondary Device, such as the Card Reader, you can include notes about the issue in the Audit information of the door (Primary Device). 

Who Can Use Audits

Access to the Audits feature and its functions is dependent upon the user's assigned Live Sites Role:
  1. Managers can create, edit, and remove Audits for all Live Sites.
  2. Agents can create, edit, and remove Audits for only the Live Sites to which they are assigned.
  3. Technicians can only edit existing Audits for the Live Sites to which they are assigned.
  4. Users given View Only access can only view existing Audits for the Live Sites to which they are assigned. 

Creating a New Audit

To create a new Audit, do the following: 

  1. From the Headquarters, select the Account, then select the Audits menu option.

  2. You'll be taken to the Account's Audits list. Click the + Create Audit button.
  3. Follow the prompts to enter the new Audit details:  
    1. Enter general Audit Information:
      1. Name the Audit (Tip: Include the Site name and a timeframe, like 'Q4 2022').
      2. Enter a Start Date (required, can be updated later if needed).
      3. Enter a Description (optional).
    2. Select the Site: The Live Site where this Audit will be performed. Note that once an Audit is created, this selection cannot be changed.
    3. Select the Buildings and Plans: Use the checkboxes to select the Buildings and Plans to be included in the Audit. Note that once an Audit is created, this selection cannot be changed.
    4. Select the Devices: Use the checkboxes to select the System Types of the Primary Devices to be included in the Audit. Note that once an Audit is created, this selection cannot be changed. If Devices are included in the list that you don’t wish to inspect, you can Skip them when performing the Audit. You'll learn more about this action in the Performing an Audit section below.
  4. Once completed, the new Audit will display in the Active Audits section of the Audits list.
Reviewing and Updating Audit Information
  1. The Audits list is grouped into three sections: Active Audits, Completed Audits and Archived Audits.
  2. Similar to Projects, each Audit is represented by a Card that contains the following information:
    1. Audit Name
    2. Start Date or Completion Date
    3. % of Devices Audited (for Active Audits only)

    4. Device Counts: The number of Devices in each Audit Status: Passed, Failed, Pending (for Active Audits only). Skipped Devices are not included.

  3. To review and update the Audit information in an Active Audit, click its View Audit button. The following information is shown:
    1. Information Tab: You can edit the Audit’s Name, Start Date, and Description. Click the Update Audit button after making changes.
    2. Audit Actions button allows you to do the following:
      1. Complete Audit: When an Audit is finished and should no longer be edited, select the Complete Audit option.
        1. You'll be asked to confirm the action based on the information provided, or Cancel the action.
        2. If you choose to Complete, the Audit will move to the Completed Audits section of the Audit list and its Completed Date will be set to the current date. Any Devices with an Audit Result of Pending will be automatically changed to Skip. Note: Completing an Audit is an irreversible action and it can no longer be edited.
      2. Archive Audit: If an Audit needs to be removed from the Active Audits list, select the Archive Audit option.
        1. You'll be asked to confirm the action based on the information provided, or Cancel the action.
        2. If you choose to Archive, the Audit will be moved to the Archived Audits section of the Audit list. Note: Archiving an Audit is an irreversible action and it can no longer be edited.
    3. Devices Tab: Includes all of the Live Primary Devices of the System Type(s) that were selected. The Device Name, Device Type, and Part Number are stored when the Audit is created and will not change regardless of any future edits made to the Device. This is in order to stop unintended effects on the Audit’s information.
    4. Clicking the Location of a Device will navigate to the Device’s Plan with the Device’s Information Panel opened.
    5. The Filters option can be used to customize the Device listing.
    6. Click the Inline Edit checkbox to edit the Audit Result and Audit Note in the fields.
    7. You can also generate the Audit Printout for use in the field by clicking the Audit Printout button.

Performing an Audit

Technicians can conduct Audits and record information in the field in two ways:
 
  1. Web App: Using an internet-connected laptop in the field, Technicians can enter information for each Device as they perform their Audit, as follows:
    1. While viewing the Live Site Plan with the Devices to be audited, click on each Device in the System Type(s) that are included in the Audit. Note: You can use the Filter options to change your Viewing Preferences and display only the applicable System Types.
    2. On the Device’s Associated Tab, in the Audits section, you’ll see the current Audit listed. Click the Audit’s name to view its Device list. Find the Device in the list and click the Inline Edit checkbox. You can now enter the Audit Result and Audit Note. Edits are saved automatically.
    3. When you’re finished, return to the Live Site Plan view, identify the next Device to be audited and repeat the steps above.
  2. Audit Printout: On paper using the Audit Printout to capture information while inspecting the Devices. Information would then be entered into SiteOwl when the inspection is complete.Note: Technicians must have a Live Site Role of Agent or higher to work with Audits in the Web Application.
For each Audit Device, the following information is recorded as it is reviewed:
 
  1. Audit Result: The default Audit Result is Pending. When the Device is audited, the Technician can set the Audit Result to one of the following settings:
    1. Pass: The Device had no issues.
    2. Fail: The Device had one or more issues.
    3. Skip: Used when it’s not possible to Audit the Device or if the Device shouldn’t be included in the Audit.
  2. Audit Note: This field is used to capture the details of the Device’s Audit. It’s important to add details when the Device’s Audit Result is set to Fail or Skip. If the Device passed the Audit, you can enter the steps taken to evaluate it.

Reviewing a Device’s Audit History

Devices maintain a history of each Audit in which they are included. To view a Device’s Audit history, follow these steps:
  1. Navigate to a the Live Site Plan and select a Device.
  2. In the Device Panel, select the Associated tab.
  3. All related Audit information is displayed.
 
 

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