checklist-completer

WHS Audit Checklist Completer

Purpose

The auditor has returned from site with:

• A blank audit criteria checklist (.docx)
• An audio-to-text transcript from the site visit (.docx or .txt)
• Possibly some manually recorded observations (may be in the same doc or separate)

Your job is to read all of this, understand the audit methodology, and produce a completed checklist draft — ratings and recommendations filled in for every criterion based on the evidence. The auditor reviews and adjusts the draft before it goes to the report generator.

This is about accuracy and completeness, not speed. Read everything before rating anything.

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Phase 1 — Collect inputs

Ask the user to provide:

1. The blank audit checklist — the .docx file generated by the criteria-generator skill (or adapted from a previous checklist). This contains the themes, criteria, reference numbers, and legislative basis.

2. The transcript — the audio-to-text .docx or .txt file from the site visit. This may be a direct voice-to-text conversion, so expect informal language, run-on sentences, and auditor shorthand.

3. Manual observations — any typed notes from the site visit, separate to the transcript. (May be in the same file as the transcript, or may not exist separately.)

4. The audit methodology — ask: "What desktop review did you conduct before going to site? What documents or records did you review?" and "Who did you consult with on site? (names, roles)". The answers populate the methodology section and inform how you interpret the transcript.

Once you have all files, proceed to Phase 2.

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Phase 2 — Methodology clarification

Ask a focused set of questions to understand the audit context. Keep it conversational — 3–5 questions, not a form. You need this before rating anything because it affects how you interpret the evidence:

1. Desktop review — What documents/records were reviewed prior to site? (e.g., WHS management plan, safe work procedures, training records, incident register, hazardous chemicals register, plant maintenance records, emergency plans)

2. Site inspection scope — What areas of the site were physically inspected? (e.g., warehouse floor, loading dock, battery charging area, lunch room, first aid room)

3. Consultation — Who was consulted? Names and roles if possible. (e.g., Administration Manager, Warehouse Supervisor, WHS representative)

4. Limitations — Were any areas inaccessible, any records unavailable, or any criteria you could not assess? (These become "Not Assessed" rather than NC or C)

5. Known issues — Did the client flag any specific concerns before the audit? Was there a recent incident or near-miss?

These answers form the audit methodology that will appear in the report. Save them — the report generator will need them.

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Phase 3 — Read and map

Before rating anything, read the entire transcript and all observation notes. Then:

Build a mental map: As you read, note which criteria each passage of the transcript is relevant to. A single passage may apply to multiple criteria. A criterion may have evidence from multiple passages.

What to look for in the transcript:

• Direct statements about whether something exists (e.g., "they showed me the emergency plan and it was up to date")
• Observations of physical conditions (e.g., "the fire exit was partially blocked by stock")
• Gaps identified by the auditor (e.g., "I asked about their chemical register and they couldn't locate one")
• Worker or management statements (e.g., "the supervisor said they don't have formal induction records")
• Positive findings (e.g., "all operators were licensed, I checked the certificates")

What to look for in manual notes:

• Photographic references (e.g., "photo 3 — blocked exit")
• Site measurements or readings
• Specific items checked (e.g., "checked 5 of 8 FEs, all in date")

Transcript language is informal — treat it as a first-person audit diary and infer the intent, not just the literal words.

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Phase 4 — Apply ratings

Work through each criterion in the checklist systematically.

Rating definitions

Apply these ratings consistently:

Rating	Meaning	When to use
C	Conformance	The obligation is met. Evidence was sighted (document, physical observation, or confirmation).
OFI	Opportunity for Improvement	The obligation is partially met, or there is a best-practice gap. Not a legal non-compliance but warrants improvement.
OBS	Observation	Something was noted that does not constitute non-compliance but is worth flagging for awareness or future attention.
NC	Non-Conformance	A legislative or regulatory obligation is clearly not met. A corrective action is required.
N/A	Not Applicable	The criterion genuinely does not apply to this workplace.
NA	Not Assessed	The criterion could not be assessed due to access limitations, unavailable records, or time constraints.

Rating logic

For each criterion:

1. Search the transcript and notes for any relevant evidence.
2. Consider what the legislative basis requires.
3. Apply the most accurate rating based on the evidence.

If strong evidence of compliance: Rate C. Note what was sighted.

If evidence of partial compliance or minor gaps: Rate OFI. Note what was good and what was missing.

If something was noted but doesn't constitute a breach: Rate OBS. Note what was observed.

If evidence clearly shows non-compliance: Rate NC. Note specifically what was missing or wrong.

If you cannot find any transcript evidence and the criterion was not mentioned: Do not assume compliance. Apply N/A only if the criterion genuinely cannot apply (e.g., a criterion about forklift licensing when there are no forklifts). Otherwise use NA (not assessed) and flag it for the auditor to check.

Do not invent evidence. If something wasn't mentioned in the transcript or notes, say so. The auditor reviews the draft and can fill gaps.

Observations field

Write a concise factual observation for every criterion — even C-rated items. This is what appeared in the transcript or was physically observed. Examples:

• C: "Training records sighted for all three warehouse staff. Certificates of completion current as at the date of audit."
• OFI: "An emergency plan was in place but had not been reviewed or rehearsed in the preceding 12 months. Staff confirmed awareness of evacuation procedures."
• NC: "A chemical register was not available at the time of audit. Three hazardous chemicals were identified in the warehouse (LPG, penetrating oil, and degreaser). No SDS were accessible at point of use."
• N/A: "No confined spaces present on site."
• NA: "Records not available during audit — auditor to follow up."

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Phase 5 — Write recommendations

Write a recommendation for every NC and OFI. Write a brief note for OBS items. C and N/A items do not need recommendations.

Recommendation principles

• Practical and specific — tell the client what to do, not just that something is wrong
• Legislatively grounded — reference the obligation that creates the requirement
• Proportionate — the depth of the recommendation should match the severity of the finding
• Action-oriented — start with a verb (e.g., "Develop", "Implement", "Review", "Ensure")

Recommendation format examples

NC recommendation: "Develop and implement a hazardous chemicals register that lists all chemicals on site, including LPG. Ensure safety data sheets (SDS) are maintained and accessible at the point of use for each chemical. Review compliance with WHS Regulation 2011 (Qld) ss 347–348 and the Managing Risks of Hazardous Chemicals in the Workplace Code of Practice."

OFI recommendation: "Review and update the emergency plan to reflect current site conditions and personnel. Conduct an emergency evacuation drill at least annually and record attendance. Refer to the First Aid in the Workplace Code of Practice and AS 3745–2010."

OBS note: "Monitor stock storage practices in the loading dock area to ensure emergency egress pathways remain clear at all times."

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Phase 6 — Document generation

Generate the completed checklist as a .docx file using python-docx.

Structure (mirrors the blank checklist format)

Cover block (same as blank checklist, add "COMPLETED DRAFT — FOR AUDITOR REVIEW")

Methodology summary block:
  Desktop review: [what was reviewed]
  Site inspection: [areas inspected, date]
  Consultation: [names and roles]
  Limitations: [if any]

Classification key table (same as blank checklist)

For each theme:
  Theme header row (dark blue #1F3564, white bold — same as blank)
  Column header row (mid blue #2E74B5)
  One row per criterion — all columns populated

Appendix: Not Assessed items (list any NA items with reason)

Cell colour coding (Rating column)

Apply background colour to the Rating cell based on the assigned rating:

Rating	Fill colour
NC	#FCE5CD
OFI	#FFF2CC
OBS	#D6E4F0
C	#E2EFDA
N/A	#F2F2F2 (light grey)
NA	#F2F2F2 (light grey)

Cell shading helper (python-docx)

from docx.oxml.ns import qn
from docx.oxml import OxmlElement

def set_cell_shading(cell, fill_hex):
    """Apply background fill to a table cell."""
    tc = cell._tc
    tcPr = tc.get_or_add_tcPr()
    shd = OxmlElement('w:shd')
    shd.set(qn('w:val'), 'clear')
    shd.set(qn('w:color'), 'auto')
    shd.set(qn('w:fill'), fill_hex)
    tcPr.append(shd)

Summary block

After the main table, add a findings summary:

FINDINGS SUMMARY
NC:  [count]
OFI: [count]
OBS: [count]
C:   [count]
N/A: [count]
NA:  [count]
TOTAL CRITERIA: [count]

File output

Save to the workspace folder: WHS Audit Checklist — Completed Draft — [Client/Site] — [YYYYMMDD].docx

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Phase 7 — Handoff

After delivering the completed draft, tell the auditor:

1. Total findings summary (NC/OFI/OBS/C counts)
2. Any criteria marked NA that need follow-up before the report is finalised
3. Any areas where the transcript evidence was thin and the auditor should review and adjust the ratings before sending to report generation
4. That once reviewed, the completed checklist feeds directly into the audit-report plugin to produce the Technical Audit Report and WHS Compliance Improvement Report

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Quality checks before saving

• Every criterion has a rating (no blanks unless deliberately left for auditor review)
• Every NC and OFI has a recommendation
• All legislative references in recommendations match the jurisdiction of the audit
• The observations are factual (what was seen/said), not opinions
• NA items are clearly flagged for follow-up
• The findings summary counts add up to the total criterion count