Digital Audit System

Key problem/s

The Aged Care Quality and Safety Commission is the national end-to-end regulator of aged care services, focused on delivering a world class sector that safeguards the welfare and rights of consumers. One of our critical functions is to assess and monitor quality of care and services against the Aged Care Quality Standards.

The Commission is seeking information about commercial products to support our audit and assessment processes. Our current capability has been recently decommissioned, and we are looking for an enterprise product to support consistency and efficiency across our processes.

The Commission is approaching the market to identify and assess products to meet their needs with a possible subsequent step to seek requests for quotes for procurement and implementation of a solution. 

The users and their needs

Primary users are business staff planning, executing and reporting on audit activities with varying end user capabilities who will need to interact with a user-friendly interface.

Primary users require a system to be utilised both on and offline, while in the field during the collection, processing and sharing of digital audit evidence.

The anticipated user base is approximately 400 active Users and up to 100 (read-only) Users.

High Level Functional Requirements - System Features

• intuitive user interface that is easy to configure and navigate.
• accessible from multiple devices, such as laptops, tablets and smartphones
• online and offline capabilities, including the ability to save data locally on the device and upload files when a connection is established.
• ability to configure audit processes aligned to the new aged care quality standards and methodology.
• must have native workflow capability to easily configure entities, forms and workflows to address all changes to the quality standards and auditing methods.
• ability to review, share and approve reports and to flag risks and compliance issues as an output of the audit process.
• able to track the progress of audit activities and dynamically direct Users to any incomplete data entry.
• able to generate reports using the evidence and findings captured during an audit.
• activity workflow to direct a User to review an audit or share and approve audit reports with other Users.
• ability to schedule audit activities, e.g. allocate resources to the audit team.
• reporting capabilities on activities performed in the audit tool.
• able to secure and protect evidence from any unauthorised access, use, disclosure, alteration, or destruction and meet PSPF and ISM standards and compliance.

High Level Non-Functional Requirements - System Features

• ability to integrate with other business systems and must support modern integration and data transfer approaches e.g. API.
• support role-based access.
• ability to integrate with email and to merge data from the system into templates eg MS Word documents and .PDF documents.
• able to support collaboration between teams (multiple auditors)
• system should support data migration.
• Modern interface with low-code / no-code capability

Cloud service

Must be cloud based, software as a service.

System Architecture Requirements

Accommodate a decomposed architecture enabling segmentation of workflows and data allowing parallel configuration/changes on a low-code / no-code application platform.

• Integration to be API based.
• Customisable functionalities

 Shortlisted products/suppliers may be invited to provide product demonstrations which will form part of the evaluation.