Qudos System 3 Tech Support

FAQs (Frequently asked questions)

Unless otherwise stated, the following FAQ's refer to the latest version of Qudos System 3.

CONTENTS

Security
Compatibility
Documents
Audits
Actions
Meetings
Human Resources
Risk
Benchmark

SECURITY

S1: I have just installed Qudos System 3 for the first time, and don't know what logon name and password to enter.
Please contact Qudos technical support to obtain your default User ID and Password. For security reasons, we recommend users to alter these after first use. Guidance on changing names, passwords and permissions are included in the application's Help file.

S2: Someone in our organisation had a password but has lost it. How can they access the application?
A user with membership of the Admins security group can allocate a new password from menu item --> Edit --> Password. The new password must have at least 1 number and 6 letters.

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COMPATIBILITY

Browser
Qudos System 3 is compatible with Internet Explorer version 6.0 with SP2 or version 7.0. It is not currently recommended to use other browsers.

Operating Systems
Qudos System 3 is compatible with Windows XP and Vista.

Third party toolbars
These can cause problems with web applications such as Qudos System 3 and it is recommended that they are not used with it.

Multi-lingual data entry
Qudos System 3 has a SQL Server database with text entry fields formatted for unicode data - which means that they may accept the extended set of characters needed for multi-lingual support.

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DOCUMENTS

DOC1: Can the documents in the master list only be linked to files on our server?
Documents may be sourced from anywhere you can browse to from your computer. As part of the process for adding entries entries in the Master Document List, the software uploads a master copy of the document file to a defined location on the server. The link is then fixed from the list entry to that file.

DOC2: Most of our procedures and forms are in MS Word format. Although we want people to access them, we want to avoid unauthorised changes. What should we do?
As part of the process for adding entries entries in the Master Document List, the software uploads a master copy of the document file to a defined location on the server. When a user selects that record in the Master Document List they are presented with a read-only copy of the file and therefore cannot make unauthorised changes to it. Changes to the master file can only be done via the document revision process by a user with Edit permission to the Documents module.

If the concern is that people may 'Save as...' then create local copies with unauthorised changes, one option that is in widespread use is to convert the files into PDF or Portable Document Format. This offers protection against change while still providing a faithful representation of the original document. You may use PDF creator software such as Adobe Acrobat or the Export to PDF facilities built into Qudos System 3. The end-user will need to have Acrobat PDF reader software installed. This is freely available for download from Adobe and other sources. For more information, visit the Adobe web site.

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AUDITS

AUD1: I have completed an Audit Record, and entered a 'Actual date' for when the audit was performed. Yet it is still displayed as 'Outstanding'. Why?
An Audit Record is not considered as being fully completed until it has been locked. Click on the 'Lock' icon, and enter name and password to fill the 'Completed by' and 'Completed (date)' fields.

AUD2: Does an audit have to be based on a procedure or other document?
No, an audit may be given a title using free text entry. It does not have to be based on a document (although it can be).

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ACTIONS

ACT1: How can I link an action to a checklist item in the internal audit from where it was raised?
To create a link, you generate the action from within the Audit Record. Steps are as follows:

Open the relevant Audit Record
In the Checklist tab, click anywhere in the record where the need for action applies
Click on the "Action" button and a blank Action Form will open
Complete the Action Form in the usual manner. You will notice that the 'How raised' section has defaulted and locked in to 'Audit'. From version 3.20 onwards, various other parts of the Action Form are automatically created for you

These steps will ensure that a permanent two-way link is created between the Action Form and the Audit Record. The same logic applies to actions sourced from other parts of the application - such as Risk Assessments and Meeting Minutes.

ACT2: How do we close off Action Forms when the person who entered the data forgot to put in a 'Required by' date? Since the date is blank the record remains open - even if we enter action taken, follow up etc.
Qudos System 3 requires a date in that field to enable it to check the status of that record e.g. is action complete and/or overdue. Suggest the person who completed the Action Required section adds a Required by date. If they have locked that section with their password, they can unlock by using the Clear button and the same password. After entering the date they can, re-lock that section of the form. If that person is no longer available, the system administrator can change their password and do the same thing using the person's new password.

ACT3: When using the Action Filter tool, what triggers a particular action to be considered as 'Overdue'?
The overdue query is based on the 'Action Taken' stage. An action is considered to be overdue if the 'Date Required' has passed, and the Action taken section has not yet been completed and locked. Note: This section would usually be locked when all the necessary action has been taken. Locking is done by the relevant person clicking on the lock button, and entering their name and password in the pop-up data entry box. The Action taken date is then entered automatically.

ACT4: Can I attach another file to an Action Form to provide background information?
Yes. In fact, numerous files may be linked to actions as 'attachments'. The attachment may also be given a plain English description. For example a photograph may have a file name 41230987.jpg, but it may have a more useful description such as 'photo of damage resulting from incident'.

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MEETINGS

M1: I would like to enter the name of two people in the 'Action by' field - one above the other. When I type the first person's name and press enter, the cursor moves to the next column.
Qudos System 3 offers great flexibility in this regard. Agenda items are listed with a decimal point e.g agenda item 5 is displayed as 5.00. For convenience, Each main agenda item may be sub-divided into 100 parts e.g. 5.01 up to 5.99 may be created as required. Each of which may have a separate action point assigned to different people.
A direct link is also available from each action point to a full Action Form for planning, recording and tracking progress.

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HUMAN RESOURCES

H1: When someone has left the organisation, what should I do with their entry in the People List?
When a person is no longer active in the organisation e.g. when an employee leaves, we suggest that their name is NOT removed from the list or their record re-used for another person. Each individual record takes up only the tiniest of hard drive or server space, and Qudos System 3 needs their record intact to maintain a proper history of who completed an action, performed an audit, attended a meeting etc.

In their 'Security User Details' form, the Active checkbox may be unchecked, or alternatively, you may delete their record for the Security Users List by selecting their record and clicking on the Delete or Bin button.

H2: I put some data into an IDP (Individual Development Plan) and saved it. Now I want to go back in and add some more data, but I am not allowed back in, and get the message "Access denied: You are not a party to this record"
Anyone with membership of the 'Edit People' security group may start an IDP, but once it has been saved, subsequent access is restricted to the individual concerned and their first and second line supervisors or managers. This helps to protect confidentiality. The first and second line supervisor is specified in the individual's 'Personal Details' form - available from the 'People List'.

HR3: I put some data into an IDP (Individual Development Plan) for an employee. I have signed off the IDP and so has the employee concerned. How can I clear those signoffs so that we can change something?
Only the Reviewer (or 2nd level supervisor) can clear the signoffs. If all three signoffs are complete and you press the clear button, the Reviewer's name will appear in the dialog box. The reviewer must enter his/her password to clear the signoffs.

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RISK

R1: The risk module uses a 5x5 matrix for values of likelihood and consequence, and it uses letters of the alphabet for likelihood values. My organisation already has a 5x10 matrix with numbers only. We would like to go to Qudos System 3 for our risk assessments, but want to keep our existing arrangements. Can that be done?
Yes. The risk values in Qudos System 3 are based on a widely used example from the leading risk management standard AS/NZS 4360. However, the values, their descriptors and the matrix are entirely user-definable. Someone with the appropriate security access can make the changes from the Options form. One tip: If using 10 or more numbers, make single-digit numbers start with a 0 e.g. 01, 02, 03 etc. This ensures that they will sort and display in the right order compared to double-digit numbers e.g. 10, 11.

R2: I notice that the 'Assessment for' field has a drop-down list of locations. I would like to use Qudos System 3 for risk assessments on contracts and events, but the subject of my assessment won't be an location. What can I do?
The 'Assessment for' field has a drop-down list of locations as we believe that is the mostly widely used basis for the scope of an assessment e.g. fire safety in a particular building or department. However, this field has a trick up its sleeve. One of the options in that field is 'Other'. By selecting that option, the adjacent 'Other' field is activated. A free-text entry imay then be entered in that field - offering total flexibility in the subject choice of your risk assessment.

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BENCHMARK

B1: I notice that the 'Assessment for' field has a drop-down list of locations. I would like to use Qudos System 3 for customer surveys and don't want to set up each customer as a location. Can I use Qudos System 3 for this purpose, and if so, how?
The 'Assessment for' field has a drop-down list of locations as we believe that is the mostly widely used basis for the scope of an assessment e.g. fire safety in a particular building or department. However, this field has a trick up its sleeve. One of the options in that field is 'Other'. By selecting that option, the adjacent 'Other' field is activated. A free-text entry imay then be entered in that field - offering total flexibility in the subject choice of your benchmark assessment.

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