Knowledge Public | Cyder Solutions

OHS Audit Management System - User Manual

Version: 1.0

Module: cs_ohs

Last Updated: December 2025

For: End Users and Auditors

1. Introduction

The OHS Audit Management System is a comprehensive tool for conducting Occupational Health and Safety audits in your organisation. This system allows you to:

Conduct structured safety audits using predefined templates
Capture evidence through photos and signatures
Track non-conformances and corrective actions
Generate professional audit reports
Analyse audit trends over time

2. Getting Started

2.1 Accessing the System

1 Navigate to OHS Audits from the main menu

2 You will see the main dashboard with options for Audits, Corrective Actions, and Configuration

2.2 User Roles

Role	Permissions	Typical Users
OHS User	Can create and conduct audits, create corrective actions, view reports	Safety Officers, Site Supervisors, Team Leaders
OHS Manager	Full access including template management, approval, and system configuration	Safety Managers, HSE Managers, Administrators

3. Conducting Audits

3.1 Creating a New Audit

1 Go to OHS Audits → Audits → Audits

2 Click the Create button

3 Fill in the basic information:

Audit Template: Select the appropriate audit template (e.g., "Construction Site Safety Audit")
Audit Date: Date the audit is being conducted
Auditor: Your name (usually pre-filled)
Site/Location Name: Where the audit is being conducted
Department: Relevant department (optional)

4 Click Save

3.2 Starting the Audit

Important: The audit must be started before you can answer questions. This creates all the question lines from the template.

1 With your audit open, click the Start Audit button at the top

2 The system will create all audit questions from the template

3 The audit status will change to In Progress

3.3 Answering Questions

1 Go to the Audit Questions tab

2 Questions are organised by section and reference number

3 For each question, provide the appropriate response (see Question Types section below)

4 The Status column will automatically update as you answer questions:

● Pass: Conformance identified
● Fail: Non-conformance identified
● N/A: Not applicable

5 Add notes in the Notes column as needed

3.4 Completing the Audit

Before completing: Ensure all required questions are answered. The system will prevent completion if required questions are left unanswered.

1 Review the Scoring Summary at the top of the form

2 Add any overall notes in the Notes tab

3 Click Complete Audit

4 The audit status changes to Completed and can now be approved by a manager

4. Question Types and Responses

4.1 Yes/No Questions

Simple checkbox questions for pass/fail compliance.

Check the box for Yes (Pass)
Leave unchecked for No (Fail)

4.2 Dropdown Selection

Choose one option from a predefined list.

Click the dropdown to see available options
Select the appropriate response
Some options may automatically trigger corrective actions

4.3 Text Response

Free-form text entry for detailed responses.

Click in the text field and type your response
Be specific and detailed

4.4 Numeric Values

Enter integer or decimal numbers.

Type the measured value
The system will automatically check against min/max tolerances
Status will update to Pass or Fail based on the value

4.5 Photo Questions

Tip: Photos provide valuable evidence and should be clear and well-lit.

1 Click the 📷 Photo button for the question

2 A photo capture dialog will open

3 Click Choose File or use your device camera

4 Take or select a clear photo

5 Add notes about the photo if needed

6 Click Save Photo

4.6 Signature Questions

Used for acknowledgments and sign-offs.

Use touch screen or mouse to draw signature
Click Clear to start over if needed
Click Save when signature is complete

4.7 Date Questions

Select a specific date using the date picker.

Click the calendar icon
Navigate to and select the appropriate date

4.8 Instruction Items

Information-only items that don't require a response.

Read the instruction carefully
Check the Acknowledged box to confirm you've read it

5. Managing Corrective Actions

5.1 Creating Corrective Actions

When non-conformances are identified, corrective actions should be created to address them.

Method 1: From the Audit

1 Complete your audit

2 Go to OHS Audits → Corrective Actions

3 Click Create

4 Fill in:

Audit: Link to your audit
Audit Question: Specific failed question (optional)
Issue Description: Describe the non-conformance
Corrective Action: What needs to be done
Responsible Person: Who will fix it
Due Date: When it must be completed
Priority: Low, Normal, High, or Critical

5.2 Corrective Action Workflow

Status	Description	Actions Available
Draft	Initial creation, details being filled in	Edit, Assign
Assigned	Assigned to responsible person	Start, Cancel
In Progress	Work is underway	Complete, Cancel
Completed	Work finished, awaiting verification	Verify, Reset
Verified	Verified as effective	-

5.3 Adding Evidence

1 Open the corrective action

2 Go to the Evidence/Verification tab

3 Add notes describing what was done

4 Upload an evidence photo showing the corrective action

5 Save the record

6. Generating Reports

6.1 Audit Report

1 Open a completed or approved audit

2 Click the Print button (printer icon) at the top

3 Select OHS Audit Report

4 The PDF report will generate, containing:

Audit details and summary
Scoring results
Critical failures highlighted
Detailed results by section
All photos captured
Corrective actions
Signature sections

6.2 Analytics and Trends

1 Go to OHS Audits → Reporting → Audit Analysis

2 View graphs and pivot tables showing:

Audit score trends over time
Pass/fail rates by template
Performance by site or auditor

3 Use filters and grouping to customise your analysis

7. Tips and Best Practices

7.1 Before the Audit

Review the audit template beforehand so you know what to expect
Ensure your mobile device or tablet is charged
Bring any necessary measuring equipment
Notify relevant personnel that an audit will be conducted

7.2 During the Audit

Take clear, well-lit photos that clearly show the item being inspected
Add detailed notes for any failures or concerns
If unsure about a question, ask for clarification before marking it as fail
Save your work regularly to avoid losing data

7.3 After the Audit

Complete corrective actions promptly for any failures
Review the audit report with relevant stakeholders
Follow up on corrective actions to ensure they're completed
Use audit trends to identify recurring issues

8. Troubleshooting

8.1 Common Issues

Cannot Start Audit

Problem: Start Audit button is greyed out

Solution: Ensure the audit is in Draft status and you have filled in all required fields (Template, Date, Auditor)

Cannot Complete Audit

Problem: System says "required questions are unanswered"

Solution: Scroll through all questions and check for any with red asterisks (*) that haven't been answered

Photo Won't Upload

Problem: Photo upload fails or takes too long

Solution:

Check your internet connection
Try a smaller photo (max 5MB recommended)
Ensure photo is in JPG or PNG format

Score Seems Wrong

Problem: Total score doesn't match expectations