Follow the steps below to undertake a Systems Audit for your organisation

1) Have a look at the examples in the Example Systems Audit sheet in this workbo
2) Add every application/system/file/spreadsheet you use to store data in the bla
3) If you need an extra row add one in - right mouse click in one of your rows, sele
anisation

sheet in this workbook

Person/Team/Project Name/ description e.g. member mailing list, Application e.g. Word/ Excel/ Database Description of what used for. Type of data Which team/staff members use it? Are there Do you need to report on the data in this What problems do you have using the What would make use of this more Risks/Benefits Where is it stored
Volunteer database package eg CiviCRM, Simply Connect etc. stored e.g. Contact info, attendances, work restrictions as to who can modify? source? What sort of reports? database? effective?
carried out etc

E
Volunteer recruitment team Application form Word Contact information Everyone can access the blank form, No Handwritten forms can be hard to read. We A web form which automatically updates the Benefit: Easy to update and use, doesn't require SharePoint\Volunteer
completed forms are emailed back to have to copy the info on the word docs to spreadsheet access to a computer or the internet. Risk: Old Applications folder

PL
Excel which feels like a real doubling up of copies of the form still circulate with the wrong
work questions on them, making mistakes when
copying from the Word document to Excel. Not
very secure to send personal info by email.

M
Volunteer recruitment team New Applications spreadsheet Excel All Volunteer Centre staff Yes, new application numbers & We have to manually enter data from the Automatic capture of the data into Excel. Benefit: Excel easy to set up so we can respond SharePoint\Volunteer
demographics for quarterly funder reporting form into the spreadsheet. People make Prevent people from entering the wrong data fast to changes, Excel is easy to use so easy for Applications folder
mistakes so our data ends up inconsistent by controlling what can be entered in cells. new staff members to learn. Risks: It's easy to

A
with misspellings make mistakes in Excel and for data to become
inconsistent, and there is no audit trail.

EX
Volunteer management Awards, Events & Photos Folders Word/Excel/PDF Client contact info, records of events and All Volunteer Centre staff Yes - quarterly reports to funder Too many places to find information when Remembering where all the information is Risk: Losing information SharePoint\Volunteers
team photos reporting to funder. Easier if all stored in one stored! Or better still having it all in one folder
place. database so I could look a person up and find
everything for them

Social prescribing team Case notes and outward referrals Custom database Opening cases; Contact info, demographics, SP Core Team & SP Advisors Yes - quarterly reports to funders, LBR & SP Recording info is not straightforward/intuitive Being able to put the data recorded into a More secure than an Excel spreadsheet;
referring practice, case notes, referrals made, Board - several different ways, and not sure which is dashboard that automatically updates rather Searches are customisable (but results are
case status Demographic info; the best one; than having to do it manually variable!)
Recording case notes; Overall referrals per quarter; Searching is not always straightforward - the
Recording outward referrals (to Referrals by PCN/Practice; same search criteria can yield different
voluntary/community groups); Outward referrals made; results
Attendance of outward referrals;
Gaps in service provision & unmet needs;
Intervention progress & outcome
 Systems audit template (All databases, data collection, reporting tools)

Please refer to the EXAMPLE in the previous tab to help you complete this template
Person/Team/Project Name/ description e.g. member Application e.g. Word/ Excel/ Description of what used for. Type of Which team/staff members use it? Do you need to report on the data in What problems do you have using the What would make use of this more Risks/Benefits Where is it stored
mailing list, Volunteer database Database package eg CiviCRM, Simply data stored e.g. Contact info, Are there restrictions as to who can this source? What sort of reports? database? effective?
Connect etc. attendances, work carried out etc modify?