Sustainability & Risk / Compliance

Performing a Compliance Survey

You will want to periodically visit the field and perform compliance surveys to ensure that:

• your contracted work is being executed according to the terms of the contract. For example, you want to inspect an area and verify that the contracted company is adequately servicing the area according to the terms outlined in the contract.
• your site is in compliance with regulations. For example, you might inspect that hospital equipment has been maintained and meets all regulations.

Field inspections can be performed by in-house personnel, or by contractors. For example, sometimes work is so specialized that inspecting that it meets all regulations must be done by a contractor who specializes in this subject.

Archibus offers two methods for performing compliance surveys. Both present the questionnaires that you develop.

• Compliance Survey mobile app
• Web Central's Complete Questionnaire form

Procedure

1. Field inspectors log in to the mobile app or the Web Central views, and see a list of the items they must inspect. This list is determined by the events to which they are assigned as the Responsible Person. See Assigning Questionnaires to Field Inspectors.
2. Field inspectors travel to these items, inspect them, and complete the survey questions. Depending upon their responses, the survey may present additional follow-up questions and actions. See:
   • Completing a Questionnaire with the Compliance Survey mobile app
   • Completing a Questionnaire with Web Central's Complete Questionnaire form
3. As Web Central and mobile users are working on the survey, they can partially complete it and later return to it if necessary. The event status remains in its current state until they complete it.
4. When through, inspectors complete the survey, which sets the Event Status to Completed.
   • Mobile users tap Complete.
   • Web Central users select Submit. The responses are written to the quest_answer_ext table
5. Mobile users sync to upload the survey responses to the quest_answer_ext table.
6. If further changes to the survey responses are required once the Event Status is set to Completed, a Web Central user with proper permissions can reset the Event Status to In Process to reopen the survey using the Manage All Compliance Events task.

7. Managers review the responses with the Management Reports / Review Survey Results Summary by Requirement report.