Remote Assessment Guidance
What is Remote Assessment
What clients need to do to ensure they are prepared?
Web-Conferencing Direction
Branches
What is a Remote Assessment?
A Remote Assessment is one that is conducted off-site either in whole or in part. Remote Assessments typically use technology, such as Skype, Microsoft Teams, Zoom, or GoTo Meeting, to support the assessment team when a site visit is not feasible or appropriate. The assessment may include everything that is normally covered during a site visit, but in some cases, certain activities, particularly the observation of staff performing their technical competencies, cannot be covered. These technical aspects may need to be assessed at a later date, but this will be discussed and agreed upon during the Remote Assessment.
What should clients expect?
The structure of the visit will be very familiar; we will conduct opening and closing meetings and review information with you to ensure continued competence, although there will obviously be some changes regarding how we conduct these reviews.
The duration of a Remote Assessment may differ from that of your on-site assessment, depending on what aspects are intended to be covered. Furthermore, it is likely that the assessment may be split, with individual activities occurring over a longer period. Therefore, you will not necessarily need to be available for the entire time when the assessment is happening, but a schedule of planned web-conferencing sessions will be agreed with you.
When assessments are conducted via web-meeting technology, it is recommended that both parties use screen sharing and webcam functionality. This reduces the amount of data and information that must be transferred between your organization and UKJAS. However, it is also reasonable that the assessors will request documentation to be submitted for them to review offline, as this is often done more efficiently with large amounts of data. You may be asked to email files or use file-sharing sites to provide the documentation to the Assessor. Please be assured that the information you send us will be securely managed in accordance with our existing confidentiality and data security policies.
What do clients need to do to ensure they are ready?
Remote Assessment is heavily dependent on technology, so we recommend taking the following steps to ensure you are prepared:
Check that your IT systems will allow access to one of the following web-conferencing solutions: Skype, Microsoft Teams, Zoom Meeting, or GoTo Meeting. Confirm with your Assessment Manager which of these applications works for you (NOTE: You do not need to have a license for these applications as UKJAS will initiate the meeting request).
If you cannot access these applications and wish to use your own web-conferencing solution, contact your Assessment Manager so that UKJAS can check whether it is accessible to us.
If online connectivity is not possible, then the assessment will be conducted using telephone conferencing and the emailing/file sharing of documentation.
In addition to checking access, please ensure you are familiar with the technology, especially the management of your audio and screen sharing, prior to your assessment to avoid unnecessary delays.
What do clients need to make available for the Remote Assessment?
Documentation
We will review as much of the management system as possible remotely. This can be done via screen share or by emailing the information to your Assessor/file sharing.
Your assessment team may well request documentation to be sent in advance of the assessment so they can review it beforehand.
Common records your assessment team may request are:
Internal audit program and supporting records or reports
Minutes of management system reviews
Reports of complaints and nonconforming work
Case/Job records
Training records of new staff
Details of changes affecting your organization
Competence testing information (where applicable)
Quality control data (where applicable)
Personnel
Key personnel who typically support the on-site UKJAS assessment must be available for web meetings and answering ad-hoc questions from the assessment team as the assessment progresses.
Personnel with specific technical or administrative responsibilities must be available for their relevant segments of the assessment.
Top management and members of the leadership team will need to be available for relevant parts of the assessment as well as the opening and closing meetings.
Web-Conferencing Guidance
Remote Assessment is heavily dependent on technology, especially web-conferencing. We have provided several links below to offer additional support and guidance for the most common web-conferencing solutions.
Zoom – Support
Zoom help and resources
Zoom FAQs
Zoom video tutorials & access to live training
Zoom live training recordings
YouTube demo – tutorial
YouTube – how to host a Zoom meeting
YouTube – Zoom specific help topics
Microsoft Teams – Support
Useful links and videos – quick start guide
Quick start user charts
Microsoft basics training videos
How to become a super user
YouTube – using the organizer
Skype – Support
YouTube – detailed overview of Skype
YouTube – adding a new contact – demo one & demo two
YouTube – setting up a meeting on Skype – demo one & demo two
YouTube – sharing your screen on Skype – demo one & demo two
Troubleshooting audio issues
Additional Information:
What happens if connectivity fails during an assessment?
The assessment team will try to continue with the assessment as soon as possible. If the issues cannot be rectified quickly, then your assessment team will revert to conducting the assessment by telephone conference.
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Email: [email protected]
Website: www.ukjas.com
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Website: www.ukjas.com
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Tel.: +91-7979801035
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Website: www.ukjas.com