Module

Audit Management Software

A Commitment to Standards

Audits are an essential element of any compliance system. IsoTracker greatly simplifies the process of constructing, scheduling and running an audit. Its flexibility and ease of use means that even the most unusual or complex audit can be set up logically and quickly.

Business Drivers
	I want to encourage customer confidence
	I want a time saving solution
	I need consistent auditing standards
	I want clarity across the organisation

Scheduling and Checklists

Our auditing process allows you to easily construct a checklist either by building it from scratch or by using prior checklist items.

An audit is scheduled either with a single auditee or with multiple auditees. When an audit is due it automatically appears in both the auditor’s and the auditee’s lists of Tasks. The results of an audit can be entered directly online as it is being run or the checklist can be printed out and the results entered at a later time. Space is provided for comments which are mandatory if the checklist item is failed.

Passed audits are immediately closed while failed audits can have non-conformances recorded on each failed checklist item and then routed to appropriate users. Corrective and Preventive Actions are issued and once successfully implemented are closed.

Improvements in audit results over time can be tracked and measured. A range of reports offer an up to date and comprehensive picture of each audit’s status.

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Features

Audit Management Software - Features

Construction

• IsoTracker allows identified auditors to schedule, specify and construct an audit checklist and to perform the audit on its scheduled time. Audit schedules and the checklist can be viewed by auditors, auditees and other approved personnel.
• Audit checklists can vary in size and be saved in a library and retrieved for future audits. This relieves the repetitive task of re-writing similar audits and reduces the risk of overlooking audit items and areas. Saved checklists can be modified and then updated or saved with a different title.
• Checklists can be printed for recording results off-line and entered into isoTracker at a later date.

Scheduling

• Audits can be scheduled to run at any time.
• Comprehensive report showing all scheduled audits whether planned, running or completed.
• Audit start dates and the audit durations may be altered.
• Simultaneous audits can be scheduled in different departments with the same checklist but different auditors.

Running

• Auditors and auditees are reminded that an audit is due in advance. When the audit is due to start, it appears in the auditor’s list of Tasks and stays there until it is completed or the audit duration has expired.
• Audits can be modified at any time, permitting auditors to make additions or alterations to matters that have arisen and that need to be checked as the audit progresses.
• Previous runs of the relevant audit are stored by the system.
• Allows easy comparison between current audit and previous audit results.
• Audits can either be Pass/Fail or numerically graded. A failed reply as well as a low grade will require a comment.
• Upon completion both auditor and auditee must sign off the audit and an audit report is produced with the results. A list of all the non-conformance items is made stating the action points, the date they are to be replied by and by whom.
• Issue Corrective Actions and Preventive Actions. Repeat if the results are unsatisfactory.
• Automatically escalate if the task has passed its due date without having been completed. 
• Completed audits may be viewed at any time by authorised users but they cannot be changed.

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Benefits

Audit Management Software - Benefits

There are a number of divergent opinions about the role of audits. Some people feel that they take up too much time to prepare and perform. Others would like audits to acknowledge the fact that the Pass/Fail result does not demonstrate improvement. Our objective with our audits module is to minimise the overhead of creating and running them as well as being able to trend changes in performance over time.

Maintain Standards

• Noticeably maintain standards at minimum cost in terms of time and money.
• Ensure a consistent auditing approach.
• Building up a sound history of audits and results establishes a verifiable level of expertise, which can engender improved customer confidence in your business processes.

Minimize Compliance Costs

• Schedule audits easily and quickly.
• Access previous checklists and re-use commonly used checklist questions. This saves time as well as minimises the chance of forgetting important questions.
• Easily refer back to previously entered results for any given audit as a cross check for building an up to date audit checklist. 

Look for Improvement

• Choose between a Pass/Fail and a Graduated result based audit. This ensures that the results actually reflect the level of achievement against your standards.
• Track the improvements over time by trending the Graduated audit results.
• Identify areas of consistent under achievements and then set priorities for future audits. 

Non-Conformance, CAPA and Escalation  

• Record a non-conformance and select the failed checklist item.
• Issue a corrective action and preventive action. Repeat the corrective and preventive action until there is clear proof of implementation
• Automatically escalate the issue if the response to an event has not been received within a pre-assigned delay.   

Create Consistency

• All standards (Quality, Environmental, Health and Safety) can be administered using isoTracker.
• Ensure consistency of approach and reporting over time. Build up a proven and reliable audit history.

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FAQs

Audit Management Software - FAQs

GENERAL

Q.Is there anything in isoTracker that allows me to speed up the process of building checklist?

Yes, you can access prior audit checklists, and these can be re-used for different audits as often as you wish. You can also pick and choose which questions you want to re-use from a prior checklist and also add new questions to the checklist at will such that you have a completely new checklist in a matter of minutes. 

Q. Can I print a checklist of Questions?

Yes. There is facility for printing out a checklist and there is plenty of space provided on the printed checklist to enter the results as well as your audit notes.

Q. How can I tell if my audit is changed?

Similar to other isoTracker functions there is a full and complete history trail for the audit, which cannot be edited or changed in anyway.

Q. Do I have to have a checklist of questions set up before I can run an audit?

You must have at least one question in your checklist to run an audit and you can add additional questions while the audit is being run.

Q. What about Suppliers? Can I set up audits against them?

In common with all of isoTracker’s other functionalities, external activity can be run as effectively as internal ones. The auditor will simply need Internet access when they are performing the audit at the supplier’s location or print out the checklist prior to visiting the supplier.

Q. Can I link an audit to a procedure? Can the procedure be displayed while the audit is being run?

Yes, at the start of the audit creation stage you are asked to identify a document that the audit pertains to. As you are building the audit the document is displayed and you can also have the choice to display the document while the audit is being run.

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SCHEDULING

Q. Does isoTracker allow me to schedule my audits to be run in the future?

Yes, dates of audits may be planned at any time and can be scheduled to run in the future. Once an audit has been constructed and scheduled any of its elements may be changed.

Q. How does an auditor and an auditee know when an audit needs to be performed?

Audits dates are assigned by the auditor and displayed as respective Tasks for both the auditor and the auditee. If a scheduled audit date is not convenient it can be rescheduled. When the audit is due to start it appears in both the auditor's and the auditee's lists of tasks and stays there until the audit is completed.

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RUNNING AN AUDIT

Q. How do I record results?

Results of an audit can be recorded in one of two ways:

• By selecting a Pass/Fail option or
• By selecting a numerical or graded option

There is a dialog box provided so that comments can be noted.

Q. How do I raise a corrective action from within an audit?

A corrective action is required if the answer to a checklist question is either a failure under the Pass/Fail option or unsatisfactory as defined by the auditor when choosing the graded option. The corrective action required is entered in the space provided next to the checklist question.

Q. How are corrective actions resolved?

Once an audit is finished both parties are required to acknowledge that the audit has taken place by entering their respective user details. The auditor then has a configurable period to assign a date by which the corrective actions, if any, must be completed by. The auditee then must submit their reply to the corrective actions, which the auditor can accept or reject.

Q. Can anyone change an audit's results after its completion?

No. Once an audit is completed and signed off it cannot be changed by anyone. It can, however, be viewed by approved users. It can also be followed by a re-audit which may or may not resolve previously identified corrective actions.

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