Audit Execution is where the auditing takes place. Before starting, the auditor is presented with all relevant information regarding the audit. The audit forms are connected to the system and updated in real time. This means that previous data, like previous remarks or pending non-conformities, are converted into the form. Any new non-conformity creates a separate workflow, so as not to delay the audit.
The Audit Execution step relieves me from all the administrative burden. I got all the information from the previous audits on my screen. The right questionnaire is presented based on scope and audit phase. The start of the audit is always the follow up of outstanding non-conformities. These are presented with the latest update. But best of all, no more writing audit reports. The report is automatically generated based on all the information in the system.
The review of an audit has become a walk in the park for me. The audit form comes with predefined answers, automatic non-conformity generation, checks and balances. I don’t have to go through all the details for each and every review. If there are any remarks, these are managed by the system’s workflow. The auditor will be notified and is directly guided through my remarks.
The communication with the certification body has changed for the better. The portal helps us to keep track of all our certificates, reports, planned audits and management of our non-conformities. We receive timely and accurate audit plans in advance of the audits. This makes the site visit a less administrative audit and makes us really focus on our quality improvements.
When an audit is scheduled it is done using a workflow. This workflow contains three things, the audit plan, the audit form and a review form. When the audit is part of a bigger cycle, the system can reuse previous data. If this is not required the auditor can overwrite this option. Once the audit plan is completed the client will be updated about their upcoming audit. This is done using an e-mail, containing all relevant information. Once the audit is conducted the auditor completes the entire audit form, this process is supported by the predefined answer options, dashboards and details of non-conformities and reporting standards. Conducting the audit is done within the system, either online or offline.
During the audit the auditor can report non-conformities. Based on the standard this non-conformity can be related to a minor or major control point. When a non-compliance is reported the non-conformity is automatically created and related to the actual control point. The audit will fill all information about the non-conformity in the pop-up screen. In the end of audit letter and reports the major and minor non-conformities are presented in the management summary. From that point the non-conformities are managed in the non-conformity module.
The auditor has access to all relevant data to optimize the audit execution. When starting the audit, the auditor will see all reported non-conformities in the previous audit including the current status and complete audit trail. When performing the audit, the auditor has access to all previous audits related to the site. The auditor can select a previous audit to transfer the data per control point. Next to that you can pre-define the answer options with proper texts. The auditor can now focus on the interaction with the client and performing the audit. Zertic will take the burden of the mandatory administration. There are standard reports available, these are created by a push of a button. Writing reports is history.
Zertic facilitates the audit in every step of the process. From collecting previous audit data, providing default answers options, creation of non-conformities and creating reports. When creating the audit plan, Zertic will populate the plan with all data coming from the CRM, quote, planning, and previous audit. The planning, team, scope, outstanding non-conformities and much more is prefilled in the audit plan. Just by a push of the button, the Audit Plan report is created. By pushing the creation of the audit plan into the next workflow step, the email is created to the right contact person with the right text and the audit plan as a PDF attachment.