Scheduler Assignment
The Audit Scheduler is a powerful tool within the AuditBLOOM system that allows you to automate the process of assigning and conducting audits based on a predefined schedule. By leveraging the scheduler, you can create audit schedules with specific parameters, streamlining audit management processes and ensuring timely completion of checks.
Key Features and Benefits
- Process Automation: Automatically assign audits according to a defined schedule, reducing manual effort.
- Flexible Configuration: Supports various schedule types—ranging from one-time audits to recurring schedules (daily, weekly, monthly, etc.).
- Efficient Resource Management: Assign audits to specific users or groups, optimizing staff utilization.
- Control and Monitoring: Enhances process transparency and allows for the timely identification of schedule deviations.
- Future Planning: Set schedule validity periods for long-term planning and management.
Key Features of the Scheduler
Schedule Parameters
- Audit Template: Choose the template to be used for the audit.
- Audit Objects: Define the objects where audits will take place.
- Audit Assignment: Assign the audit to specific users or user groups.
Schedule Types
- One-Time: The audit is conducted once during the specified time period (start and end dates).
- Daily: Audits are scheduled daily at a specified time.
- Workdays: Audits occur on workdays (Monday to Friday) during a specified time.
- Weekly: Audits are scheduled weekly within a specific period.
- Monthly: Audits occur monthly within a specific period.
- Quarterly: Audits are scheduled quarterly within a specific period.
- Annually: Audits occur annually within a specific period.
- Customizable: Flexible scheduling options allow you to specify:
- Every: Number of weeks or months.
- Days of the Week: Specific days to conduct audits.
- Time: Time range for audits.
Additional Settings
- Validity Period: Set start and end dates for the schedule.
- Allow Post-Deadline Audits: A checkbox to permit or restrict audits after the deadline.
- Inactive: A checkbox to deactivate the schedule without deleting it.
- Name: Assign a descriptive name to the schedule for easier management.
How It Works
- Create a Schedule: An administrator or authorized user creates a new schedule with the required parameters.
- Audit Assignment: The system automatically assigns audits according to the schedule to selected objects and users or groups.
- User Notifications: Assigned users receive notifications about the scheduled audits.
- Audit Execution: Users conduct audits within the specified timeframe.
- Monitoring and Control: Administrators can track audit statuses and make necessary adjustments to the schedule.
Benefits of Using the Scheduler
- Streamlined Audit Processes: A clear audit schedule ensures regularity and quality of checks.
- Reduced Human Error: Automation minimizes errors related to manual scheduling.
- Time Optimization: The scheduler frees up managers' time, allowing them to focus on analyzing results and making decisions.
Notes and Tips
- Flexible Configurations: Use customizable schedule types for complex or specific organizational needs.
- Check Schedule Activity: Regularly review schedules for relevance and accuracy.
- User Groups: Assigning audits to groups simplifies management in large organizations.
- Descriptive Names: Use informative names for schedules to make them easier to identify and manage.
Frequently Asked Questions (FAQ)
Question: Can I modify a schedule after it has been created?
Answer: Yes, you can edit an existing schedule and update its parameters. After saving changes, the system will schedule audits for the next 8 days.
Question: What happens if I deactivate a schedule?
Answer: Deactivating a schedule stops the system from assigning new audits. Scheduled but unstarted audits with start dates later than the current date and time will be removed.
Question: How does the system define workdays?
Answer: Workdays correspond to the standard workweek (Monday to Friday).
Question: Can I assign audits to multiple objects simultaneously?
Answer: Yes, you can select multiple audit objects when configuring a schedule.
Question: What does the "Allow Post-Deadline Audits" option mean?
Answer: This option permits users to conduct audits after the set deadline. If disabled, the audit becomes unavailable after the deadline and must be canceled with a reason provided.
Question: How do I assign an audit to a specific user?
Answer: In the schedule settings, select the "Users" option under the "Assign Audit" field and choose the desired user from the list.
Question: Can I create a schedule for irregular dates?
Answer: For complex schedules, use the "Customizable" option, allowing you to set specific periodicities and dates for audits.
Question: Will users be notified about assigned audits?