This section will be used to store and create all your auditing documentation. There are 5 areas within this section.


  • Documents – Used to create, store, and edit all audit documents (checklists, inspections, etc.)

Learn More About Creating a New Document and Adding Questions

  • Question Library – Used to create, store, and edit all audit questions. Separated by audit category (i.e. LPA, 5S, Safety)
  • Groups – Create custom groups for failure categories, modes, countermeasures, multiple choice and multiple select responses.
  • Item Library – Stores all the items that can be used to populate failure categories, modes, countermeasures, multiple choice and multiple select responses.
  • Tags – Added to questions to sort and categorize the question library, provide reporting, and create random questions on documents.


Learn More About Tags

Using Tags in EASE


Documents


Navigation



  1. Users can search for a document by keywords using the search bar (A)
  2. The page can be filtered down to specific areas of your org tree using the location selector (B)
  3. Clicking on the down blue arrow will export your document list to a csv file (C)
  4. The blue gear (settings) icon will allow you to reorder, add and remove the columns (D)
  5. Each column can be sorted by using the sort arrow (E)
  6. Each column can be filtered using the filter icon (F)
  7. Depending on the number of documents, you may need to increase the items per page at the bottom (G)
  8. Clicking on the blue circle in the bottom right corner will create a new document (H)


Creating a New Document


To create a document (checklist/check sheet):

  1. Click on the blue circle in the bottom right corner. (A)
  2. Select the Template Type for the document you are creating (LPA, 5S, Safety). (B)
  3. Fill out the description to title your document. (C)
  4. Use the org tree to select locations where this document will be scheduled. (D)
  5. Click Create. (E)


Each document is made up of 6 sections:

  • Questions
  • Settings
  • Approvers
  • Revisions
  • References
  • History



Questions

Questions tab inside the document is where the questions can be added


There are two main ways to add questions to the document

  1. Add a new question that does not exist in the question library (A)
  2. Add questions from the Question Library. (B)



Adding a new question

Design layout meets CQI-. Please observe that all fields with an * are mandatory fields that must be filled out, the rest are optional.


  1. Click on the +(plus sign) in the upper right corner.
    • The question will be divided into the Question (A) and the Response (B).
  2. Add the question (C).
  1. Create a title (D).
    • If left blank EASE will create a title from the first two unique words in the question.
  2. A reason can be added to provide information for the auditor on why they are asking this question. (E)
  3. If added, the reaction plan will only be visible when the question is failed. (F)
  4. Optionally add files (any file type except video or audio) to a question to provide additional guidance or support for the auditor. (G)
  5. Optionally add tags to help categorize and sort the question library, provide reporting, and create random questions that can be added to a document. (H)
  6. Choose the Scope . The question scope, by default, will be for your entire site. If desired, you can scope a question to a specific location on the org tree. ( I )
    • Turning on the question scope is done at Admin > Settings > Site Settings.
  7. Click Response in the top right corner (B).
  8. Response type for an LPA will always be pass or fail but for other template types you can select scoring, free form, numbering, multiple select or multiple choice. (J)
  9. For a pass or fail question you can change the verbiage by updating the custom labels. (K) 
    • This will only update the labels for the single question.

Learn More About Response Type Options


  1. Required is selected by default and makes this question required to be answered on any document that the question is used within. (L)
  2. Photo input allows the auditor to add a photo. The options here are optional, default, required, required on fail or off. (M)
  1. Mitigation refers to the process of reporting and investigating a nonconformance or failure. By default, EASE sets this option to required on fail. The other options are off and optional (N)
  2. By checking the Alt Responsible Party box, a user can be added who will always be assigned the responsibility of a mitigation for this question whenever it is failed (O)
    • Note: Responsible Party will have to have the system role of Manager
  3. When all items have been completed click on Save (P)


New questions added to documents are also added to the question library


Adding questions from the Question Library

Questions can be added to a document directly from the Question Library.


  1. Click on the blue box with the white plus sign in the upper right corner of the document.


  1. In the upper right corner there is a search bar to search for questions by key words (A)
  2. Each column can be filtered and sorted (B)
  3. Check the boxes to the left of the page to select the questions to add to your document (C)
  4. You can change the number of items shown on the page to see up to 100 questions (D)
  5. Select Done to add your questions to the document (E)



Adding random questions

Documents can be setup to select a set number of random questions to be used during each audit. Tags attached to questions in the Question Library are used to determine the questions used for randomization.

  1. Click the crossed arrows icon in the upper right corner of the document.



  1. Enter the number of random questions desired to be in the document (A).
  2. Enter the desired tags that are used to create the pool of questions. If more than one tag is selected a question only needs to have a single tag to be a part of the pool, not all tags. (B)
  3. Click on Save to complete. (C)



  1. Click Submit in the lower right corner to make a document live and available to be scheduled for audits.



Documents must be in draft status to make changes to questions. To put a document in Draft, open the document and click Revise in the bottom right corner.

Learn More About Updating Questions in Existing Documents

Learn More About Creating a New Document and Adding Questions


Editing Questions

There are two ways to edit a question from within the document

  1. Highlight and click on the question.
  2. Click on the pencil icon to the right of the question.



Removing Questions

To remove a question from a document

  1. Click on the trash can icon to the right of the question

This only removes the question from the document. It does not delete the question from EASE. The question can be added again via the question library.



Copying a question

  1. Click on the last icon on the right to create an exact copy of the question.




Document Settings

This page lists out all options available to customize a document based on the specific requirements of the site or organization.


The page is divided into three sections: Details, Settings and Scheduling Maximums, each of which is covered in detail below.


Details

This section can be used to define and customize the Document.


  • Description – Title of the document. (A)
  • Locations  – All the Locations within the Organization where this document can be used to audit. (B)
  • Organizational Tier – Defines the tier where the documents can be used for an audit. (C)
    • A document can be allowed to audit at all tiers of the org tree (site, area, work center, station) or defined to only specific tiers. By default, the lowest available tier is enabled.
  • Delete – Documents, once deleted, cannot be retrieved. (D)
  • Unpublish – Unpublish a document so that it will not be shown on the scheduling calendar, thereby ensuring no audits can be assigned using this document. (E)
  • Status  – The available statuses are Draft, Active or In Review. (F)
  • Revision – EASE will track each change that is made to the questions of the document and record a new revision for each instance. (G)
  • Modified - Provides the last date and time that the document was modified. (H)
  • Responsible Party – A user can be added who will always be assigned the responsibility of a mitigation for this document whenever any question in the document is failed: ( I )
    • Responsible Party will have to have the system role of manager.
    • If a Responsible Party is assigned to a document, they supersede the location manager in the Org Tree but are overridden by Alternate Responsible Party in the Question Settings

Learn More About Responsible Party 




Settings



  • Group Questions – This feature allows for questions to be grouped together within the document based on topics or features.
    • A set of questions in a group will be displayed together when conducting an audit instead of each question being listed individually.
  • Minimum Passing Score – A minimum score to determine if the audit passes.
    • Not available on LPA template types.
    • Must have scoring questions in the document.
  • Require Comments on Fail – If enabled, this mandates the 'Comments' section within the audit to be completed in the event of a failure. This forces the user to enter comments before the audit can be submitted.
  • Allow Auditors to Change Location before starting the Audit – This allows auditors to change the location of an assigned audit before it has been started.
  • Allow Auditors to Change Shift before starting an audit - This allows an auditor to change their shift prior to starting their assigned audit.


Once enabled this feature will apply to all scheduled audits that have not been started and all future audits.


Scheduling Maximums

Set the maximum number of instances that the document can be scheduled for each layer. This section will be different for the LPA template compared to all other template types.


LPA Template Type

  • The check boxes to the left of each layer (1) will allow for a layer to be eligible/ineligible to be assigned an audit from this document.
  • In the boxes to the right (2) the maximum number of audits that can be completed by the layer is entered here in numerical value.
    • The number is based on the frequency assigned to each audit.
    • If no value is specified then the document has no scheduling limits.



Other template types (5S, Safety, etc.)

  • Enter the maximum number of audits that can be assigned for this document.




Approvers

  • Document Approvers are individuals that review the document changes before it becomes active for live audits. The document will be in revision status until it is approved by the approver(s).


If more than one approver is assigned to a document all approvers must approve the document before it becomes active. 


Learn More About Adding Document Approvers


Revisions

  • This tab tracks all revisions of the document and makes them available to review. By selecting revert, a previous version can be made the active/current version.



References

  • You can add files or a URL link to keep materials that were used to create the document such as customer/site requirements.

History

  • This tab will track all of the changes made to the document outside of changing the questions which is tracked in the revisions tab



Question Library

This section will store all the questions that are created to be added to documents.


  • Search Bar - Will allow the user to search the question library for questions based on key words. (A)
  • Sort/Filter - Each column can be sorted and filtered. (B)
  • Location Selector - In addition to the scope column the entire library can be filtered to one or more locations on your Org Tree. (C)
  • Upload Questions - Provides a template and instructions on how to import multiple questions at one time. (D) 
  • Export Questions - Export your question list to a csv file. (E)
  • Settings - Columns can be reordered, added or removed (F)
  • Items Per Page - User can choose from 15, 25, 50 or 100 questions to be displayed at one time. (G)
  • Add Question - This will take the user to a window to add individual questions to the library. (H)


Adding Questions

There are two ways to add questions:

  1. Create a new single question. (A)
  2. Import multiple questions via an import template. (B)



Creating a new question

Design layout meets CQIA guidelines. Please observe that all fields with an * are mandatory fields that must be filled out, the rest are optional fields.


  1. The question will be divided into the Question (A) and the Response (B).
  2. Add the question (C).
  1. Create a title (D).
    • If left blank EASE will create a title from the first two unique words in the question.
  2. A reason can be added to provide information for the auditor on why they are asking this question. (E)
  3. If added, the reaction plan will only be visible when the question is failed. (F)
  4. Optionally add files (any file type except video or audio) to a question to provide additional guidance or support for the auditor. (G)
  5. Optionally add tags to help categorize and sort the question library, provide reporting, and create random questions that can be added to a document. (H)
  6. Choose the Scope . The question scope by default will be for your entire site. If desired, you can scope a question to a specific location on the org tree. ( I )
    • Turning on the question scope is done at Admin > Settings > Site Settings.
  7. Click Response in the top right corner (B).
  8. Response type for an LPA will always be pass or fail but for other template types you can select scoring, free form, numbering, multiple select or multiple choice. (J)
  9. For a pass or fail question you can change the verbiage by updating the custom labels. (K) 
    • This will only update the labels for the single question.

Learn More About Response Type Options


  1. Required is selected by default and makes this question required to be answered on any document that the question is used within. (L)
  2. Photo input allows the auditor to add a photo. The options here are optional, default, required, required on fail or off. (M)
  1. Mitigation refers to the process of reporting and investigating a nonconformance or failure. By default, EASE sets this option to required on fail. The other options are off and optional (N)
  2. By checking the Alt Responsible Party box, a user can be added who will always be assigned the responsibility of a mitigation for this question whenever it is failed (O)
    • Note: Responsible Party will have to have the system role of Manager
  3. When all items have been completed click on Save (P)



Importing questions

  1. Click on the blue arrow icon in the upper right corner of the page.


  1. Choose the file type you prefer, CSV or XLSX. You can also click on Formatting Help for an instructional how to document. 


  1. Fill out the template:
    • Template type – Required, which template library will these questions reside within (i.e. LPA, Safety, 5S).
    • Title – Optional, free text.
    • Question – Required, enter the question.
    • Reason – Optional, additional information for the auditor as to why they are asking this question.
    • Reaction Plan – Optional, immediate instructions that will show up only when the question is failed.
    • Response Type – Required, for LPA this will always be Pass_Fail. For other templates you can use Score, Free_Form, etc.
    • Required – Optional if left blank will default to Yes.
    • Photo Input – Optional if left blank will default to Optional.
    • Mitigation – Optional if left blank will default to Required on Fail.
    • Alt Responsible Party – Optional, must be a current user in EASE with the role of Manager.
    • Score – Only needed for scoring questions. enter a number between 1-10 that will serve as your highest score.
    • Minimum Passing Score – Only used for scoring questions. Enter the lowest acceptable score to consider the question passing.
    • Tag (1-5) – Optional.
    • Scope – Optional. If left blank will default to the site. Scopes must already reside in EASE (Organization > Scopes).



  1. Save the file as a CSV UTF-8 or XLSX.
  2. Drag/drop the file into the import dialog box or browse and add the document.
  3. Click import.



Learn More About Importing Questions


Editing questions

There are three ways to edit a question.

  1. Highlight and click on the question.
  2. Highlight the question to activate the icons on the right side and select the pencil icon.
  3. Bulk edit multiple questions by checking the boxes to the left of the questions then click the blue pencil icon in the upper right corner.



Learn More About Question Bulk Editing


Deleting questions

To remove an individual question permanently from EASE, click on the trash can icon to the right of the question. Once the question is deleted from the library it cannot be retrieved.


To delete multiple questions check the boxes to the left of the questions and then select the trash can in the upper right corner. Once a question is deleted from the library it cannot be retrieved. 


Copying a question

The middle icon on the right will create an exact copy of the question.




Groups

Create groups to be used for multiple choice answers, multiple select answers, failure categories/modes, modes and countermeasures.


Learn More About Multiple Choice / Select Questions

Learn More About Groups and Creating and Defining "Failure Modes"



Item Library

The items that are added to a group to create the lists are kept in this section. Items can be added/created in the item library to be available later and added to categories (Groups).



Tags

Create tags to later add to questions.


Tags allow you to group your similar questions together based on a common topic, for example, Safety or Quality. Tags will be used in the reporting section providing data on which tags have the most failures. They are also used to manage your question library and randomize questions on documents.