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Six steps to successful implementation of MD Audit
20.02.2019

The challenge for any innovation is to bring practical benefits to business, and we want to feel this as soon as possible. Each company goes through its own time cycle to achieve its first results, however, there are those that can take the lead faster than others. The secret is using the right innovation algorithm. If you want to start benefiting from MD Audit as quickly as possible, this article is for you.

Step 1. Study the system

We all know the joke — if nothing helps, you need to read the manual.  However, this is exactly what you need to do first when you start working with MD Audit: go through the recommended steps to set up the system, study the instructions and get acquainted with the knowledge base. You need to do this to understand what a wide range of user capabilities you will obtain, using the basic system version.

Step 2. Identify key roles

MD Audit system will be used by 3 types of employees:

Administrator

Since the captain must always be at the helm, you need to choose him.  When working with MD Audit, the captain is an administrator — an employee who builds a structure in the system that meets the company's objectives and strategies, manages all users, analyzes the audits results, and monitors the status of task execution.

The administrator has access to the entire system: he can create user groups, assign access rights, create checklists and customize reports.  It is obvious that this employee must study the system first and at the deepest level.

Users

These are the employees that will be using MD Audit directly in their work. They see only their intended system area, for example, they can perform audits on the checklist available and work within the tasks set by the managers.

Thanks to MD Audit's user-friendly interface, users can easily get used to the system on their own, however, reading the manuals will speed up the process and help avoid obvious errors.  If you still have questions, you can get answers online by contacting our support team or your supervising MD Audit manager. 

Managers

This is a special category of employees that need to be informed about the system results. They receive reports generated by the administrator, analyze the results of the audit and, based on this, make strategic decisions.

Step 3. Create the right structure

During the initial test period, you were introduced to the system possibilities on trial checklists. Now you need to create a full functional structure and working checklists.

Start with creating an accurate copy of your company structure in your MD Audit system. Call all structural units exactly as they are called in fact. This will determine how quickly staff members adapt to the system. For example, if the word “department” is used in a company, you should not call it "division" in the system.

Step 4. Configure access rights for users at different levels

To use the system effectively, the administrator will need to make a number of settings: allocate users within the system structure and define access rights. For example, to designate in the system:

  • which business areas and groups the user will be assigned to;

  • which users can plan audits to themselves, colleagues, set tasks following the audit results in the framework of checklists, photo reports, standard visit to the store (without filling in checklists);

  • who should be notified of the audit results;

  • which users will have access to the reports and their types;

  • which of the users need to route the questions by their responsibility blocks.

Step 5. Create working checklists

A working checklist is a structured questionnaire with groups of questions in one process. For example, in the fashion industry, questions can be included in the process of “acceptance of goods”:

Delivery is accepted within the established standards.

When accepting delivery, all boxes are divided by gender (M/F).

Once the working checklist has been created, you need to assign it to the users, user groups and business directions.


Business direction

Checklist

Security service

Standards for the safety of goods and materials (inventory)

Product distribution department

Commodity accounting standards

Accounting

Standards of formation of primary cash documentation

Table 1. Examples of checklists for different business areas

It is important to understand that the number and content of checklists are determined by the types of tasks to be solved. For example, if you face the task of improving the quality of service at an outlet, then create a checklist on the quality of service. If it is important for you to reduce your losses, you need to create a checklist to check the inventory safety. Do not try to cover everything at once, but act consistently. Prioritize, focus on strategic objectives.

Step 6.  Ensure that all users are familiar with the MD Audit system functionality

Before launching the application on a large scale, we recommend that you conduct a user survey on how to use the MD Audit mobile application. If necessary, explain the instructions once again, demonstrate the functionality with a practical example. It is also important to check the possibility of user authorization in the system.

Once all the work is done, you can safely begin deploying MD Audit across your entire retail network. Following these steps, you will quickly and, most importantly, successfully go through the stage of MD Audit system implementation and the results will not take long.

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Tеги staff management , process management
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