System Review

• Document No.

• Audit Title

• Client / Site

• Conducted on

  Date

• Prepared by

• Location
  Address

• Personnel

Overview of original sale

• Description of Sale.

• Is the System Web Hosted, if "no" please specify.

  Yes

  No

  N/A

• Initial Purchase including number of staff

  Yes

  No

  N/A

• Is the customer aware of the Annual License Fee costs, When is the Annual License Fee due

  Yes

  No

  N/A

• Is there anything unique in the way the customer uses the system.

  Yes

  No

  N/A

• What training was provided at time of initial purchase

  Yes

  No

  N/A

• In regards to the training provided to super users, do the persons involved in the original training still work for customer.

  Yes

  No

  N/A

• What additional services have been supplied since initial sale

  Yes

  No

  N/A

• What training has been supplied since initial training was provided

  Yes

  No

  N/A

• Is the system up to date with the latest version,if no, What version of Vault is the Customer running

  Yes

  No

  N/A

• Is the email server connected to sytem.This drives the escalations/notifications service.

  Yes

  No

  N/A

System Levels of Access & Strength of Access

• Super Users Group-Number of staff in Group

  1-4

  5-8

  9-15

  15+

• System Visibility of all modules & all tabs

• Supervisors Group-Number of staff in Group

  1-4

  5-8

  9-15

  15+

• System Visibility of all modules & all tabs

• Managers Group-Number of staff in Group

  1-4

  5-8

  9-15

  15+

• System Visibility of all modules & all tabs

• Directors Group-Number of staff in Group

  1-4

  5-8

  9-15

  15+

• System Visibility of all modules & all tabs

• OHS Group-Number of staff in Group

  1-4

  5-8

  9-15

  15+

• System Visibility of all modules & all tabs

System Status Report (Modules Only) 1-Not Used".............."10-Very Well Used

• Use of Edit Menu

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of Personnel Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of Training Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of Risk Management Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of PPE Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of Substances Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of Incident Management Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of Reference Library Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of Reports Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of Organiser Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Use of Dashboard Module

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

Edit Menu Focus

• Have components of the edit menu been used to customise the system. Supply details of the key areas .

  Yes

  No

  N/A

• Has the Options and Preferences Tab been established with customers requirements enabled.

  Yes

  No

  N/A

• Has the Customers Risk Matrix been established in the system, this including hints, consequence ,severity.

  Yes

  No

  N/A

• Has customer established KPI targets in the module

  Yes

  No

  N/A

• Has customer turned on the Notifications/Escalations functions.

  Yes

  No

  N/A

• Have the email SMTP settings been established between Vault and the email server.

  Yes

  No

  N/A

• Has customer turned on the Notifications/Escalations functions.

  Yes

  No

  N/A

Dashboard Module Focus

• Are all Tabs in the Dashboard visable in the system to the superusers group.

  Yes

  No

  N/A

• After viewing the Overall Status tab, does the information shown indicate full use of system considering the length of time the system has been used by the customer.

  Yes

  No

  N/A

• Is the Performance Indicators tab showing a true reflection of items coming from the Incident Management module

  Yes

  No

  N/A

• Is the Corrective Action tab understood.

  Yes

  No

  N/A

• NGB recommendations to assist customer in using the Dashboard Module

  Yes

  No

  N/A

• Site Manager

  Yes

  No

  N/A

Personnel Module Focus

• Are all Tabs in the Personnel Module visable in the system.

  Yes

  No

  N/A

• How many Employees exist in the system and is there email addresses associated to all staff.

  Yes

  No

  N/A

• Is the license holdings area being used. It's is recommended this area be used for personal drivers licenses only, not company licenses.

  Yes

  No

  N/A

• Are there Photos associated to staff, is the customer aware of the safety passport system in Vault.

  Yes

  No

  N/A

• Have key appointments been established in the system.

  Yes

  No

  N/A

• Contact details tab, is this connected to the synchroniser.

  Yes

  No

  N/A

• Have any skill assessments been performed and is the Skill Matrix being used to record the results.

  Yes

  No

  N/A

• Does the Health and Safety group reflect photos of the key persons, and is there contact numbers associated to the printable reports.

  Yes

  No

  N/A

• Is the Contractor Management module used

  Yes

  No

  N/A

• Apart from third party Tab, are any other Tabs used such as Volunteers and/ or Students.

  Yes

  No

  N/A

• NGB recommendations that may assist customer in the Personnel Module

  Yes

  No

  N/A

Training Module Focus

• Are all Tabs in the Training Module visable in the system.

  Yes

  No

  N/A

• How well is the Training Categories used and is the customer aware of the recertification component of course details.

  Yes

  No

  N/A

• Is the system controlling the scheduling of training, does this training include categories such as Inductions, Licenses, Permits to mention a few.

  Yes

  No

  N/A

• Is the Vault training Module synced with any external training system such as is the training Aurion.

  Yes

  No

  N/A

• Is the Training Needs Analysis (TNA) tab visually displaying training records by Category of Employees and Contractors.

  Yes

  No

  N/A

• Does the Training by Position TAB provide good positional information and training required detail for the position.

  Yes

  No

  N/A

• NGB recommendations regarding the Training Module usage.

  Yes

  No

  N/A

Risk Management Module Focus

• Are all Tabs in the Risk Management Module visable in the system.

  Yes

  No

  N/A

• How many Hazards have been entered into the system

  Yes

  No

  N/A

• Upon reviewing the Hazard Registers what is the opinion of the reviewer to this key area, are the registers tidy and in logical order

  Yes

  No

  N/A

• Have any JSA/SWMS Been developed in system.

  Yes

  No

  N/A

• Is the Plant and Equipment tab being used, have all fields in the tab been used.

  Yes

  No

  N/A

• Is the Transport Tab used

  Yes

  No

  N/A

• Is the Emergency Management Module being utilised well, detail and sub tabs that may need to be worked on such as Emergency Response Plans, Checks and Registers and Emergency Contacts.

  Yes

  No

  N/A

• NGB recommendations regarding the Risk Management Module usage.

  Yes

  No

  N/A

Substances Module Focus

• Are all Tabs in the Substances Module visable in the system.

  Yes

  No

  N/A

• Have Material Safety Data Sheets been attached to the Substances.Are any expired in the system.

  Yes

  No

  N/A

• Is the substance register precise, are all fields showing completed data.

  Yes

  No

  N/A

• Does the substance location Tab show detail pertaining to substance location and quantity.

  Yes

  No

  N/A

• Is the Health surveillance Tab being used. When was the last health surveillance done on staff and loaded into Vault.

  Yes

  No

  N/A

• Is the Environmental Monitoring tab being used, what type of monitoring is done by client.

  Yes

  No

  N/A

• Is the Substances Module Register Review tab used, when was the last review completed.

  Yes

  No

  N/A

• NGB recommendations regarding the Risk Management Module usage.

  Yes

  No

  N/A

Incident Management Focus

• Are all Tabs in the Incident Management Module visable in the system.

  Yes

  No

  N/A

• Is all incident registers information displaying correctly.

  Yes

  No

  N/A

• Are photographs being added to incidents

  Yes

  No

  N/A

• Is the Incident Location free text box being used to associate the incidents to the exact location on or off sites.

  Yes

  No

  N/A

• Is the injury details edited via the edit menu displaying in the injury details tab.

  Yes

  No

  N/A

• Have the mandatory fields for incident management been scoped by customer in the edit menu. Does it suit the process driven by customer.

  Yes

  No

  N/A

• Have any Hazards, Risk Assessments, and or incidents been related using the related to incidents using the related Tab.

  Yes

  No

  N/A

• Is the lock incident tab being used in the system.

  Yes

  No

  N/A

• NGB recommendations regarding the Incident Management Module usage.

  Yes

  No

  N/A

PPE Module Focus

• Are all Tabs in the PPE Module visable in the system.

  Yes

  No

  N/A

• Has PPE been linked to the respective Positional requirements.

  Yes

  No

  N/A

• Looking in Dashboard is PPE issued to employees or contractors current and not expired

  Yes

  No

  N/A

• Is PPE expiry linked into escalations/notifications groups

  Yes

  No

  N/A

• Is the stock inventory component of the module being used by customer, could it be managed better

  Yes

  No

  N/A

Reference Library Module Focus

• Are all Tabs in the Reference Library Module visable in the system.

  Yes

  No

  N/A

• Is the module effectively being used

  Yes

  No

  N/A

• Is the module linked with other document control systems such as Sharepoint.

  Yes

  No

  N/A

• Are the folders in a logical order, easy to read, easy to find

  Yes

  No

  N/A

Reports Module Focus

• I relation to recent releases, have the new reports been allocated to the user groups.

  Yes

  No

  N/A

• Are all modules showing printable reports

  Yes

  No

  N/A

• Testing of the system, does PDF writer display properly, what web browser and what version is system being used.

  Yes

  No

  N/A

Organiser Module Focus

• Are all Tabs in the Organiser Module visable in the system.

  Yes

  No

  N/A

• Have safety plans been entered into the safety plans TAB.

  Yes

  No

  N/A

• Yes

  No

  N/A

• Yes

  No

  N/A

• Yes

  No

  N/A

V Tools

• Is V Forms tool used within the customer organisation

  Yes

  No

  N/A

• Is V Risk used within the customers organisation.

  Yes

  No

  N/A

• Is the customer aware of the Vault online training room.

  Yes

  No

  N/A

Additional Services recommended upon Quarterly System review

• Would customer be interested in expanding expanding into other modules of the system.

  Yes

  No

  N/A

• Would customer be interested in receiving more training on system use.

  Yes

  No

  N/A

• Would you be interested in receiving more information on V Series of tools such as V Risk, V Sync, V Forms.

  Yes

  No

  N/A

• Would you Value in more user group days were users get together and discuss system and future developments

  Yes

  No

  N/A

• Are you aware of any external aids that may assist a Vault user in allowing direct data entry into Vault while on site auditing,inspecting,monitoring or completing JSA /SWMS, Risk Assesments.

  Yes

  No

  N/A

Customer Feedback

• Is the help menu in Vault used by the customer.

  Yes

  No

  N/A

• Yes

  No

  N/A

Key Areas of Improvement

• Yes

  No

  N/A

• Yes

  No

  N/A

• Yes

  No

  N/A

System Support Calls in the llast 3 months

• Have you used System support over the last 3 Months.

  Yes

  No

  N/A

• # of support Calls

  Select 1 2 3 4 5 6 7 8 9 10

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10

• Are there any outstanding development queries

  Yes

  No

  N/A

• # of outstanding development queries

  Select 1 2 3 4 5 6 7 8 9 10 10+

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10
  • 10+

• Are there any outstanding Support Faults

  Yes

  No

  N/A

• # of outstanding Support Faults

  Select 1 2 3 4 5 6 7 8 9 10 10+

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10
  • 10+

Closing Summary of Quarterly Review