Every day, there are several challenges an organization has to contend with during its operations. The tasks become even tougher since certain guidelines and rules for every function must be followed. Whenever employees are under pressure because of a heavy workload, they’re known to disregard the rules laid out. It’s especially true for those that are difficult to observe. You’re expecting too much by simply hoping that your staff will follow all the instructions given to them.
That’s why audits have been made necessary. They ensure organizations always stay compliant with regulations. To comply with laws, periodic audits of contractor compliance, supply chain vendors, and internal operations are necessary for highly regulated companies. Audits aren’t only for compliance, but also for ensuring customer satisfaction, as well as product and process safety and quality.
Antiquated systems, manual spreadsheet-based systems, or point solutions that haven’t kept up with the modern technology or consumer business requirements don’t help manage third-party and internal audit programs anymore. Companies fast realize it, that’s why more and more organizations are seeking audit management software that gives them the required capabilities for staying ahead of the curve. Below is a discussion of how an audit management software works.
What’s Audit Management And How Audit Management Software Can Help
Audit management helps in ensuring that audit directives are correctly implemented. To be considered successful, the audit management process should correctly align the auditing team’s coordination and streamline the workflow. That’s why artificial intelligence (AI) has been used in conceptualizing audit management tools and software. It resulted in automated audit management software that can’t only manage audits, but also overcome challenges along the way.
Internal audit management software helps in audit management by:
- Providing a highly integrated and holistic approach to the management of the audit management processes’ entire life cycle
- Adjusting to an ever-changing business landscape and fluctuating market conditions
- Providing organizations with appropriate solutions for every situation
What Organizations Can Do With Audit Management Software
Software for audit management allows companies to perform the following:
Plan And Schedule Audit
Using audit management software, companies can define audit plans by suppliers, departments, sites, etc. Not only that, but the solution also allows for audits to be scheduled and planned in advance. As a result, the audit calendars of relevant auditors can be planned accordingly since the audit plan can be communicated to them once reviewed and approved. The auditees and the auditor will be automatically notified by the audit automation software when the audits are already due to be conducted. It gives all parties time to prepare, making the audit exercise successful.
Prepare For An Audit
As already mentioned, upcoming audits can be communicated by the audit management software to the auditors. Organizations can configure the notification period based on their company policy. Critical findings, open findings, past audits, as well as corrective actions prevention actions (CAPAs), if ever there are new regulations, weaknesses to check on.
Audit management software supports audit conducted on the go by allowing auditors to download the audit history to their mobile devices, including tablets. An existing best-practice checklist can also be used by the auditor during the audit. Companies can even create a custom checklist document and attach it to the auditor.
Recording document findings, taking notes, and categorizing relevant findings can all be done on the go with the help of audit management software. The software supports taking summary notes, as well as allows the auditor to expand it later once they already have the time to come up with a detailed report.
Document And Categorize Findings
Documentation of any number of findings and their proper categorization become possible with audit management software. Findings can be flagged for requiring a response from auditees, follow up, or even marked as in need of a CAPA.
Generate Audit Report
Based on the information the solution contains, audit management software allows auditors to generate audit reports. The company can have its own audit template. Auditors may fine-tune the report’s content further for inclusion of relevant evidence, formatting, language, and more after the audit report is generated. The final audit report can then be routed to the people who will approve it and then issued to auditees.
Many companies still rely on paper-based audits. However, it’s time for a change. The chances of low quality and efficiency, as well as manual errors are high with the paper-based audits. Also, it’s really difficult to scale through loads of spreadsheets and papers, along with too much reliance on IT teams.
To move quicker in the race, companies of all sizes have to plunge into the technology for audits. Indeed, audit management tools and software have become a necessity for organizations in these modern times. They have to rethink and re-analyze their strategy and overall audit journey to continue to succeed.