5S Audit
5S AUDIT​
The 5S Audit screen (menu path: 5S > Operations > 5S Audit) records 5S audits for a zone: the areas audited, a score for each 5S question (1S to 5S), observations and photos taken with the device camera.
note
To go back to the 5S Audit Search screen, click Audit next to Welcome at the top-right corner of the page.
1.1 Add 5S Audit​
Add 5S Audit - Step-by-Step
Step 1: Reach the 5S Audit Section
- From the main side menu, click on "5S", then go to "Operations", and finally choose "5S Audit". This will open the 5S Audit Search page.
Step 2: Adding a 5S Audit
- Located at the top-right corner of the 5S Audit Search page, there is an Add Audit button. Click this button to open the Create 5S Audit page. The Add Audit button is shown only to users with create access to 5S Audit.
Step 3: Fill in details
note
All fields with a (*) are mandatory, so remember to fill them all.
Create / Edit 5S Audit fields:
| Field | Type | Mandatory | Description |
|---|---|---|---|
| Auditing Zone | Single-select dropdown | Yes | The zone being audited. Options are the zones created in 5S > Master > 5S Zone. Selecting a zone fills Zone Leader and Area Co-Ordinators and loads the zone's areas into Zone Area. In Edit mode the zone is shown as read-only text and cannot be changed. |
| Zone Leader | Text (read-only) | Yes | The leader of the selected zone, filled automatically from the 5S Zone master. Cannot be edited. |
| Zone Area | Multi-select dropdown | Yes | One or more areas of the selected zone to audit. Options are the Zone Areas defined for the zone in the 5S Zone master. Selecting areas loads their questions; removing an area removes its questions. In Edit mode the selected areas are shown as read-only text. |
| Area Co-Ordinators | Text (read-only) | Yes | The co-ordinators assigned to the areas of the selected zone in the 5S Zone master, shown as a comma-separated list (placeholder "Zone Co-Ordinators"). Filled automatically; cannot be edited. |
| Audit Date | Date | Yes | The date of the audit. Defaults to the current date and can be changed. |
| Observation | Text (max 2999 characters) | No | General notes or remarks about the audit. |
Questions & Answers (Create / Edit 5S Audit)
- After Zone Area is selected, the questions set up for those areas are listed, grouped by Area and then by Type (1S, 2S, 3S, 4S, 5S). If no questions exist for the selected area, the message "No Question Retieved For Your Area" is shown.
- Answer (mandatory): For each question select one score option (radio button). The options come from the
FIVE_S_SCOREvalues in Master Category and are shown as "Description (Code)". Every question must be answered; otherwise Submit shows the message "Please Enter All Question and Answer". - Observation (per question, optional): A text field (max 2999 characters) for notes on that question.
Audit Photos - Camera Capture (Create / Edit 5S Audit)
Photos are captured with the device camera for each question; images are optional.
- Camera button (camera icon under a question): Opens the camera preview for that question. Only one question's camera is open at a time; opening a camera closes the others.
- Close Camera: While the camera is open, the camera button changes to Close Camera. Click it to close the camera preview.
- Take A Snapshot: Shown while the camera is open. Captures a photo from the camera and adds it under the question.
- Remove: Shown under each captured or saved photo. Removes that photo from the question. In Edit mode, saved photos are listed by file name; click a file name to view the photo.
- Photo limits: A question can have a maximum of 4 photos; exceeding the limit shows "You can only select a maximum of 4 files/images." The whole audit is limited to 40 photos; exceeding the limit shows "You have reached the maximum limit of 40 images across all questions. Please remove existing images before adding new ones."
Step 4: Submit or Clear:
- Submit: Saves the audit, all answers, observations and photos. The message "Audit Added Successfully" (new) or "Audit Updated Successfully" (edit) is shown and the page returns to the 5S Audit Search page, showing the audits of the saved zone. If a matching audit already exists, the message "Audit Already Exist" is shown. The Submit button is shown only to users with create access to 5S Audit, and is disabled until Auditing Zone, Audit Date and at least one Zone Area are filled.
- Clear: Clears all entered data. Shown only when creating a new audit.
Step 5: Going Back:
- Click Cancel to return to the 5S Audit Search page without saving.
1.2 Search 5S Audit​
Search 5S Audit - Step-by-Step
Step 1: Start Searching
The 5S Audit Search page has these search fields:
| Field | Type | Mandatory | Description |
|---|---|---|---|
| From Date | Date | Yes | Start of the audit date range. Defaults to the first day of the current month. Cannot be later than To Date. |
| To Date | Date | Yes | End of the audit date range. Defaults to the current date. Cannot be earlier than From Date. |
| Auditing Zone | Dropdown | No | Limits the search to one zone. Options are the zones from the 5S Zone master. Leave empty to search all zones. |
- Click Search to list the audits whose Audit Date falls within the date range. Search is disabled until From Date and To Date are filled.
- Click Clear to reset the search fields and results.
- When audits are found, the message "Audit(s) Retrieved Successfully" is shown; otherwise "No Data Found" is shown.
Step 2: See the 5S Audit Search Results
- The results table shows these columns: S.No, View/Edit, Generate Audit Form, Generate Audit Form PDF, Auditing Zone, Audit Date and Observation (the observation is shortened to 10 characters followed by "...").
- Search: A filter box above the results table filters the rows already shown.
- Export as Excel: Downloads the results list as an Excel file. Shown only to users with the Export Excel permission.
Step 3: Generate Audit Form (Excel) and Generate Audit Form PDF
- Generate Audit Form: Click the button in the Generate Audit Form column to download the audit report of that audit as an Excel file. The message "Audit Report Generated Successfully" is shown.
- Generate Audit Form PDF: Click the download button in the Generate Audit Form PDF column to download a PDF of that audit, named "<Zone>-<Audit Date>.pdf". If no data is available, the message "No Data Available for this Request" is shown. The column is shown only to users with create access to 5S Audit.
1.3 Edit 5S Audit​
Edit a 5S Audit - Step-by-Step
Step 1: Start Searching
- On the 5S Audit Search page, search for the audit using From Date, To Date and Auditing Zone.
Step 2: Edit Details
- Click "View/Edit" next to the S.No to open the Edit 5S Audit page.
Step 3: Edit 5S Audit Page
- The Edit 5S Audit page loads the record with its answers, observations and saved photos.
- Auditing Zone and Zone Area are read-only in Edit mode. Audit Date, Observation, answers, per-question observations and photos can be changed.
note
If a new question is added against a zone in the zone master screen, the newly added question will not be reflected in an audit form that is already submitted. The question will be displayed only if you edit the existing data or add new data.
Step 4: Update
- Click the Submit button to save the changes.
That's it! You've learned how to ADD, SEARCH, EDIT a 5S Audit using the DMeX app. If you need help, contact the support team.