QMS Audit Management

Audit Schedule
Audit Checklist
Audit Findings
Audit Report
Non-Conformity
Create Audit Related Tasks
Email Alerts

We have ready to use audit management module available for use. After installaing FlinkISO, you can download and use this module with the additional configuration, fields,rules etc which you may want to add.

Before you add this module to your QMS, make sure you have added your Audit Documents into the system. Once the document is added, click on the Custom Form icon to add Audit Management module to your system.

Note:

You can either use our existing module or build your own.

You will have to install 3 forms which are available under "Available Forms" section. You must add Audit form (parent) first, and then rest of the 2 forms viz. Audit Checklist & Audit Findings (linked with child document).

Don't

Do not add Audit Checklist & Audit Findings as "Child Forms" under Audit from, as we have already linked Audit Checklist & Audit Findings documents as child documents to Audit Document.

Form Layout


										Audit Document Header


										Audit Document Details like name, number, revision number, prepared/ approved by etc.


										Copy of Audit Document loads via ONLYOFFICE Editor


										Main HTML Form with fields like audit number, audit title, standard etc


										Approval Panel


										Approval History


										Audit Checklist (View)
										
List of added records


										Audit Findings (View)
										
List of added records


										Audit Checklist (Add form)
										
Requires document
										
Document loads via ONLYOFFICE
										
Can add single record at a time
										
Follows its own Approval Process


										Audit Findings  (Add form)
										
Requires document
										
Document loads via ONLYOFFICE
										
Can add single record at a time
										
Follows its own Approval Process

Audit Schedule

By default Existing Audit Module has following fields:

Audit Number
Audit Title
Scheduled Start Date
Scheduled End Date
Locations to be audited
Departments to be audited
Standard
Audit Category
Current Status : Open / Completed/ On-going / Canceled
Notes

Along with these fields, other fields like, Prepared By, Approved By are also available. An Audit document which you have created earlier is also available at the top section of the form. Complete audit schedule can be added into the document and can be sent to all the stakeholders.

Data added to the form along with the initial Audit Document can be sent for Approval to one or many users simultaniously.

Do more:

You can additionally add auditors & proposed auditees in a same form. You can also confiure the system to sent auto triggered emails and notifications to Auditors, Auditees, Department HoDs etc.

Audit Checklist
add/ update audit checklist

Audit Checklist:

Make sure you have added Audit Checklist document before you create the Checklist form. You must also link Audit Checklist document as "Child document" for the Audit Document.

Your checklist document added/created while adding Audit Checklist Document, will appear here. Users can fill this checklist and send for approval while audit status is “Scheduled”. Once the Audit status is changed to On-Going, adding new checklist will be disabled. You can change these settings from Audit Checklist Custom Form Recreate section.

Audit Finding
add finding to audit

Existing Audit Findings Module has following fields defined :

Title
Audit Start Date
Audit End Date
Auditor
Auditee
Finding Type : Observation / Non-conformity
Current Status
Findings
Response From Auditee

Once the fields are imported, add password to the form and click submit. You can always adding additional fields from Recreate From section to existing form.

Existing Rules

Field	Rule
Audit Start Date	Only auditor can add this field.
Audit End Date	Only auditor can add this field. By defult 1 week from start date. Can be changed.
Auditor	Only auditor can add this field
Auditee	Only auditor can add this field
Finding Type	Only auditor can add this field
Current Status	Only auditor can add this field
Findings	Only auditor can add this field
Response From Auditee	Only auditee can add this field

Note

You can keep these rules as it is or add addtional rules and modify/ remove these rules as per your requirments.

Additional Configuration
add your business rules!

Show Charts/ Panels on dashboard

With this configuration, you can show graphs on user's dashboard, based on the values added. You can select graph type/ date conditions/ access to these from Graphs Panels menu. Graphs for fields shown in Green and Checked will be available on dashboard. You can select/ deselect them by clicking on them.

Field Name
standard
audit_category
audit_locations
departments_to_be_audited
current_status

Email Triggers

Add email triggers on specific actions. These triggers are configurable from the Custom Table view pages.

Note

You can use this section to send Notifications via to all the HoDs (head of the departments) about the scheduled audit. These HoDs can then login to the system and goto the Audit and fill in the checklist.

Creating Audit Tasks

Add Audit Tasks from Audit Findings table. Tasks created will be assigned to Auditee on specific conditions.

Example Task

The tasks in a piture will be triggered when Audit Finding is added against a specific Auditee. Auditee will receive an email about the finding as well as the record will be displayed on Auditee's dashboard, till the time auditee updates the record and changes are status

Available Modules

These readily available forms are created within the system without any coding. Similar to these forms, you can create your own forms & modules on-the-fly without any help from experts and with zero-coding.

Audit Management

Add Audit Schedules, Audit Checklists, Audit Findings, Assign findings to users with target dates.

Audit Management

Change Control

Have complete control on your documents & processes. Lock documents which are under review.

Change Control

Management Review

Schedule management review meetings, send email alerts to invitees, assign agendas and more.

Management Review

Customer Complaints

Record every Customer Complaint and assign them with target dates to users, send email alerts.

Customer Complaints

Corrective Actions

Create and track Corrective Actions performed. Use drag and drop to create the Custom Forms.

Corrective Actions

Employee Training

Add training details of employees or departments. Keep track of all the Trainings and Evaluations.

Employee Training

Device-Equipment

Use ready forms and add Devices/ Equipment list along with Manufacturer and Supplier Details.

Device-Equipment

Calibrations

Add Devices/ Equipment to the system. Define your Calibration Method and add Calibration Details as per defined.

Calibration

You can customize all these existing modules & forms without any coding. You can add/ remove fields, change field locations, resize them, hide/ show fields on index page, restrict users from editing fields etc. You can also add your own business rules, email notifications, custom alerts & tasks and much more.

More Features

ONLYOFFICE Doc Editors

With ONLYOFFICE™ Editors, you have complete control on your documents without loosing any formatting unlike online web-based HTML editors.

Document Version Control

Each and Every QMS document created/ uploaded in the QMS is Version Controlled and Access Controlled and follows all the Document Management best practices.

Security

Add password to secure your PDFs while you download them. System records every downloads with issue number & timestamps along with user details.

Validation

HTML forms created are automatically version controlled, ready with required validations as well as design/ layout you choose while creating these HTML forms.

Access Control

Each of these forms are either linked with the QMS document and by default inherit access restrictions based on document access.

Approvals

Every form created, by default follows system's approval system. Users with limited roles, cannot publish any record in the system unless that record/ document is approved by HoDs or Administrators.

Lossless Migration

With ONLYOFFICE™ Editors, you can preserve all your formulas and sheets in your spreadsheets.

Upload / Create

Simply upload the existing documents/ spreadsheets/ presentations to create the document or spreadsheet.

Scheduled Data Entry

You can easily create spreadsheets, documents, formats etc and share with users within the system for scheduled data entry, eliminating efforts of printing and distributing these documents manually.

Centralized Data

Users can open these shared documents from within the system, add their data and save them onto the system without any need to download/ upload. All data is stored in a singled location and can be accessed secuerly.

Drag and Drop

To store this data in SQL format instead of Document format, you are free to build HTML forms within the system by using our Drag-and-Drop feature.

Digital Signature

Digitally sign all your QMS document while downloading them in PDF format. You can draw your signature or upload existing signature to the system.

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