Performing Inspections

The procedure of performing the inspections may differ depending on if it’s an internal inspection or an external inspection, but it will be more a practical difference as the functions that will be described are available regardless of inspection type. We will try to point out the different variants of the use of the system along the way. In a previous chapter we described the process of creating an Inspection type, where we explained how you could include all the questions as part of the inspection type. Recording all question will save time for the people performing the inspections, recording the answers and creating any findings that are found, during it.

How to record answers to a planned inspection?

To start recording answers for the inspection questions do the following.

1. Click [HSSEQ] à [Inspection Overview]
2. Locate and double click (open) the Inspection you wish to start recording answers for. (It will most likely be found in the “Confirmed” column Under the “Workflow” section in the Inspection Overview module.
3. Click the “Questionnaire” tab.
4. If the questions have been numbered properly, you should be able to sort the Questions on “Question number” by clicking the column head “Question no”. Another tip is to group the question on “Chapter” using the grid “grouping” tool.
5. Double click the question you wish to record an answer to.
6. Fill in your answer details.
   • Answer options: You can select one of the following answer options YES, NO, NOT SEEN, NOT APPLICABLE. In addition to this a short answer can be recorded in the text field below, such as a date, quantities etc.
   • Answer comment: If more text is required for the answer, this can be put in the text field found on the “Answer comment” sub tab, and you can refer to it in the “short answer”, I.E. “See answer comment”
7. Findings sub tab: If a “finding” is found to this question, this can be recorded on the findings tab. More details on how to record findings is found in the next chapter.
8. The other details in this form is not available for edit. If changes are to be made to these, it must be done in the questionnaire on the “inspection type” discussed earlier in this document.

If you for some reason need to remove the selection made under the “Answer options”, you can click the  “Red X” up on the right hand side of the answer option group.

How to record findings on questions in the inspection?

Once in a while the questions or check point in an inspection leads to findings.
There are three approaches to register a finding, and they all lead to the same goal.
These are:

• From the question:
  1. Open the question as described in the chapter above
  2. Click the “Findings” sub tab on the question form
  3. Click  [Add finding]
• From the Inspection Questionnaire tab
  1. Open the inspection
  2. Click the “Questionnaire” sub tab
  3. Select the question you wish to record the finding for.
  4. Click the   [Add finding] button.
• From the Inspections Findings sub tab.
  1. Open the inspection
  2. Click the “Findings” sub tab.
  3. Click the   [Add finding] button.
  4. Then select the question you wish to create the finding for in the question picker form.

If the questionnaire for the inspection is empty, you will need to first add the question to the inspection, and then enter the finding. To record a question to an inspection, do the following.

• Adding the question first, then the finding.
  1. Open the Inspection
  2. Click the “Questionnaire” tab
  3. Click the [New] button on the left hand side of the grid menu.
  4. Enter Question details.
  5. To record a finding to the question any of the above approaches may be used, but option B would probably be the quickest approach.

Regardless of the selected approaches all procedures will at the end open the finding form. Enter the finding related details in the available fields.

Finding type: Select the severity rate or type of the finding. This list is predefined with TM Master and has the following options.

	Major non-conformity
	Minor non-conformity
	Observation
	Opportunity for improvement
	Other
	Noteworthy effort

Finding Description: Here the description of the finding can be entered, or copied to from an external inspection report.

How to use initial and subsequent response?

When you find, during your inspection, a finding either it is an internal or external one you will in most cases do something in order to correct the issue. You might be able to do something at the time of the finding to fix the problem short term that will satisfy any inspectors, but you might need to also solve the issue long term, and they may expect a later response from you in order for you to close the finding.

The tab on the finding form “Response” is available for you to record your initial and subsequent response to the inspectors. Once you are done with typing your response, you can “tick” the response ready check box which will, first of all “write protect” it. Only users with the user right to lock responses are able to unlock and edit them. However, it also serves another purpose as it gives you an easy overview of which findings have been dealt with, and which are still under work.

The other tabs and fields available are more related to the processing of the finding. There is nothing wrong to enter the information as part of the finding registration if available but for the purpose of this user manual, the processing of the finding is discussed in the next chapters.