Evidence and follow-up

An evidence document belongs to an impact program and keeps its title, attachment, document date and external reference. Its verification state is recorded as yes or no, with a verifying person. This gives the reviewer a place to inspect the material behind an observed value and lets the operator find documents still awaiting a check.

When a source is incomplete or a correction is needed, a follow-up action records the title, assigned person, due date and status. An action can be open, in progress, completed or cancelled. Completed work can carry a completion date and resolution. The action remains linked to the same program, so the person reviewing the revision sees what was requested and how it was resolved.

• Evidence link. Keep each attachment on the program whose outcome it supports.
• Verification owner. Record who checked a document and whether it passed.
• Assigned resolution. Give an open question an assignee and due date rather than leaving it in conversation.

The operator adds evidence and updates assigned actions. A reviewer reads the document and action trail before making an independent decision. The analyst can distinguish verified support from a document merely attached to a program.

Decide which kinds of documents are expected for each measurement and what external reference identifies the original source. Choose who can verify evidence, how a false verification state is corrected and whether a later document replaces or supplements an earlier one. Agree when to create a follow-up action and when to cancel one that no longer applies. Assign a due date that reflects the review cycle.

Rehearse a program with a missing source document. Check that the operator can leave the related observation pending, assign the action, upload the attachment and record the verifier. Have the reviewer inspect the document date and external reference before deciding. A completed action should explain its resolution, not merely change its status.

An operator enters an outcome observation with a source identifier, but the supporting file has not arrived. The program remains in collection while the operator creates an open follow-up action for a named person and a due date. When the file arrives, the operator attaches it to the program, records its document date and external reference, and asks the verifying person to check it against the observation. The action moves through in progress to completed with a resolution that identifies what was supplied.

The reviewer opens the program workspace and sees the observation, evidence and completed action together. If the document covers a different reporting period, the reviewer can return the revision with a reason. The operator can then create another action for the correct document while preserving the earlier file and decision for the audit trail.

• Evidence verification queue — Documents still marked no, with source and verifier context.
• Open follow-up actions — Assigned requests and corrections with their due dates.

Verify evidence follows source checks. Review the revision shows how the package reaches a reviewer.