Audit Manager. Basic Customer Information ISO 14001:2015

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1 Audit Manager Basic Customer Information ISO 14001:2015

2 Audit Manager Sign-up Login Opening the audit file Working with the audit file / Interaction with the auditor Important links Support 2

3 Sign-up If your auditor decides to sign you up for an audit file, you will receive the following mail: If you are a firsttime user, please follow this link: 3

4 Sign-up You will be directed to the following page Your address Choose your password. Please consider the following security elements. 4

5 Sign-up The link allowing you to choose a password is available for 72 hours and will only work ONCE. Should you see the page shown here without having selected a password, please contact your auditor or auditmanager@dqs.de 5

6 Sign-up After successfully selecting your password, the following page will appear: You can now log in at 6

7 Login You can log in at Before you can start, please check: The language, as this can only be changed by logging out and logging in again. Prerequisites check Is "Application Ready" being displayed 7

8 Login system requirements For the Audit Manager to work, OK must be displayed in all fields, as shown below. You can return to via mouse click. 8

9 Login You can log in at Your address Your password You have forgotten your password After entering your user name and password, please click "Login" 9

10 Login forgotten? You have already been cleared for access to the Audit Manager, but do not have your password ready to hand? 10

11 Opening the audit file View after opening the audit file Main menu/ Log Out Navigate between overview pages for more than 10 audit files Search function Update Username Information about the audit file Processing status of the audit file Open the audit file Who has most recently edited the audit file and when Need help? 11

12 Opening the audit file There are two ways of opening audit files 1. Double-click the audit file 2. Cog-wheel Open audit file 12

13 Audit file locked To prevent loss of data we have ensured that only one person can work on any given audit file at the same time. Please contact your auditor, if you attempt to open an audit file and receive a message that it is being processed by them. Save not possible 13

14 Audit file menu Any audit file has three main sections: Customer data (basic information, sites, processes) usually open Audit planning (audit schedule) Audit results (action plan management) 14

15 Audit file customer data Check/ edit Data: Check: The first three categories with the status read only and inform your auditor of any errors. Edit: The categories bordered in green. 15

16 Audit file activation customer Customer Data Contact persons First Access Prerequisite: Auditor has created an audit file for your company Your contact is deposited in the file under contact persons Future Access: You have access to any other audit file of your company which was created by your auditor AND in which you are deposited as a contact person. The Auditor enables access for contact persons in the Audit Manager. 16

17 Audit file Customer Data Contact persons Existing contact persons already activated: Activate existing contact persons: Please contact your auditor for activation (contact details under "Audit planning- General" Register new contact persons and activate them: Please contact your auditor (contact details under "Audit planning- General") 17

18 Audit file customer data further locations of certificate scope By clicking the "New" button, you can start filling out the table. Entries can be edited by placing a checkmark next to them and selecting "Edit". 18

19 Audit file customer data management system and its processes Processes already exist: Edit them in the Audit Manager or export the table to Excel and edit them externally. Then import the Excel spreadsheet again. Processes do not exist: If the table is empty, you can download an empty Excel spreadsheet, fill it, save it locally and import this local file (ATTENTION: The import overwrites already existing contents of the table) 19

20 Audit file audit planning Details of the upcoming audit General: standards, audit period, audit team, DQS customer service person, etc. Agenda and objectives: Edit Audit agenda - confer with the auditor. Documents: Upload and insight of relevant documents 20

21 Audit file audit planning general This menu item contains general information on the upcoming audit. Read-only, no editing possible Information contained here includes e.g.: Audit schedule Standard audited Audit team You DQS customer service person 21

22 Audit file audit planning agenda and objectives Edit agenda: Find the audit agenda prepared by the auditor for editing. No data available? If you can not find any entries here, please contact your auditor Auditor has not yet prepared a schedule 22

23 Audit file audit planning agenda and objectives After selecting a line by placing a check mark in front of it, you can edit it by selecting "Edit". For better clarity, you can filter by specific audit days. 23

24 Audit file audit results The auditor records their evaluation under the heading of Audit results". You may edit actions taken by you under "Opportunities and Non-Conformities". 24

25 Audit file audit results edit actions The fields you have to edit are highlighted in orange. 25

26 Inform your auditor about the processing status! For each section of the audit file, you have the option to inform your auditor about its current processing status at the end of the page. For this, you can place one or more checkmarks at the respective position and add text information for the auditor. The option for action plans only appears if actions are required. 26

27 Document Upload - Documents The section Documents" is visible in every navigation point. Upload document: Here you can upload documents for the audit. Document Type: Please select the appropriate document type to upload your documents. Document list: Overview of uploaded documents 27

28 Documents Create documents from the Audit Manager Documents from the Audit Manager: Several documents can be created directly from the Audit Manager and archived in the section Documents (e.g. audit report, audit plan, action plan) Authority to create documents: The authority to create these documents is the responsibility of the auditor. If you miss necessary documents in the section Documents", please contact your auditor. He can create and save the documents in pdf format in the Audit Manager. 28

29 Audit file Save & Close After editing all information, click on Save. The information that your audit file has been saved will now be displayed. Notify your auditor of the changes you have made at this time. 29

30 Close audit file and log out When you have finished editing the audit file, please close the file and log out of the Audit Manager. Attention! Be sure to close the file correctly! If you close the browser without closing the file correctly, the file will be locked for editing by other users. 30

31 Important links Login Audit Manager DQS Audit Manager 31

32 Support Need any help? Use "Contact Support" in the Audit Manager Or contact our hotline at 32

33 Are you missing any information in the user's guide or have questions about the Audit Manager? We are happy to hear your suggestions! Our hotline is waiting for you: DQS Audit Manager Projektteam