LEADING ISO AUDIT & CERTIFICATION BODY MANAGEMENT SOFTWARE

We had a dream, as CB owners and managers: an audit & certification management software simplifying the life and generating savings for both auditors and back office. We made this dream happen since 2008 with the ViaSyst SaaS Management Software, used nowadays by 31+ CBs and 3 scheme owners.

SaaS (Software as a Service) means:

access through secured login codes on any browser – interactive access with clients
no license, no device specific installation, no version update to purchase
pay by use (i.e. yearly fees for CB application & certificates)

VIASYST AUDIT MANAGEMENT SOFTWARE FEATURES & FUNCTIONALITIES

A. GENERAL

OBJECTIVES

End to end solution, form application to invoicing, through contract & report
Interactivity with the client
Visibility on progress to client
Software solution comparted to manual
Online document control
Highlighting important deadlines
Reports for managing the entire process
BI capability

FLEXIBILITY & CONFIGURABILITY

Adaptation of the system to CB processes without customizations
SaaS, available on any device
Supports multiple & combined standards natively
Supports proprietary standards
Easy to use across different programs and services
Implements any custom report format
Unlimited scoring options

CONSISTENCY & SAVINGS

Single 100% dematerialised system, nothing manual
Support for accreditation, quality & security inspections
Planning & scheduling alerts
Checks automatically for report consistency
Significantly saves staff & auditors time
Gets rid of files & emails management, and paper costs
Meets ISO 17021 or 17065 requirements by minimizing human error
Closed feedback loops, interactive with clients

CUSTOMER PORTAL

Interactive customer portal allowing:

Customer registration with headquarters and sites
Communication, share of audit programme & plan
Self-assessment
Upload documents
Manage CAPA / NC completion
Download certificates and audit reports

B. END-TO-END CB SOLUTION

APPLICATION, OFFER & CONTRACT

Sales module:

Client application (online)
Generating quote & Offer
Contract proposal & review
Contract approval by the applicant

AUDITOR QUALIFICATION

Access right management (login, assigned organisations)
Qualification for standards & scopes
Dates scopes granted or withdrawn
Qualification / witnessing / maintenance evidence attachments and archive
Shared between CB Admin and auditor
View / search module for qualified auditors

AUDIT PROGRAMME & SCHEDULING

Planning and scheduling audits
Efficiency & time saving in planning and scheduling
Flexible scheduling capabilities
Entire certification cycle (certification, surveillance 1 & 2)
Targeted or confirmed dates
Monitoring of progress according to planning
Flags for due audits and audit planning
Auditor match control
Shared between CB Admin and auditor
Auditor programme
High degree of workflow management

AUDITOR MANDATE & COSTS

Mandate proposal (consistent with contract)
Auditor match control
Auditor sign-off (mandate & conflict of interest)
Auditor costs & invoice

AUDIT ASSIGNMENT & PREPARATION

Auditor assignment:

Auditor qualification (scopes per standard)
Auditor match control
Audit team assignment & changes

Audit plan & preparation:

Audit plan per process, shared with the client
Message box & file exchange interactive with the client
Check-lists editable by client for information gathering & remote auditing

OFFLINE APP FOR ONSITE AUDITING

Auditing App:

Offline reporting App for note taking with vocal recognition and pictures
Easy intuitive navigation
Direct findings edition and grading
Closing meeting preparation by sorting out findings
Data synchronisation with the database by return to connection

AUDIT & INSPECTION REPORTING

CB customised & branded report format:

CB specific customised & branded report format & fields
Applicable to any audit / inspection services
Detailed audit / inspection trail for all activities
User-friendly platform adding professionalism to your reports
Ensuring consistency & traceability of the audits / inspections

Online or offline report editing:

Direct editing by the auditor, shared with reviewer
Online and offline reporting
Easy documents management as per ISO 17021 / 17065
Offline auditing App for onsite auditing
Creating audit checklist with scoring and score totals
Control of report consistency through mandatory fields checks & alerts
Control of data consistency through fields format, checks & alerts

CB branded pdf reports (shared with the client):

Audit report
Checklist
Findings report

CERTIFICATION & CERTIFICATE DATA

Report validation & Certification decision:

Report evaluation & review after the audit by assigned reviewer(s)
Certification decision & status history tracked on the platform
Issuance of certificates by authorised users
Report locked after validation by reviewer

Certificates:

List of certificates & certificate status
Certificate list, sortable by expiry / due renewal date
Management of certificates (validity period)
Public certificate list to integrate on CB’s website for certificate validity check
Editor for CB branded customised PDF certificate (downloadable by clients)

AUDIT & NC COMPLETION FOLLOW-UP

NC completion management:

Report & findings accessible in view to the client (with login codes)
Cause analysis, action plan & corrective action editable by client
Automatic notifications for completion deadlines
Notifications & interactive validation between auditor & client
Centralised monitoring of NC completion & closure
Review client files, status and records.

INVOICING

Client invoice:

Consistent with contract
Including auditors’ costs
Possible API with CB CRM & accountancy

C. DATA AVAILABILITY, PROCESSING & TRANSFER

DASHBOARD

Dashboard for overall visibility of audits
Real time performance monitoring, at CB or auditor level
Trigger for action at CB management level

DATA AVAILABILITY, EXTRACTION & PROCESSING

Looking for folders or files and sending emails belongs to the past. On the ViaSyst platform, all audit, certificate and report related data are 100% available for analysis, for you as CB, but also for your clients and for your accreditation audits through CSV, KPIs.

Excel downloads on organisations, audits, findings, certificates & auditors qualification
Tailored data processing for statistics, KPIs, performance monitoring & risk based auditing
Business Intelligence reporting (audit performance, trends, KPIs, etc.)

APIS

API to interface with GFSI Scheme owner databases
Interoperability with your CRM system (e.g. SuperOffice)
API to internal and external sources
Improved integration with internal systems and GFSI standards owners.

ViaSyst OFFLINE App

THE APP THAT WILL REVOLUTION AUDITING

Get rid of paper and pen for onsite auditing: just use your smartphone or tablet, offline, for typing or dictating findings with vocal recognition and attaching pictures as evidence.

Then, sort the findings for preparing the closing meeting and send them to the client for signing up.

And finally synchronise data with the platform at your next connection for finalizing the report.

At ViaSyst, you speak with former auditors focused on making the auditor’s daily life easier.

Want to see how simple it works? Book a Demo.

ViaSyst Saas evolution policy

CONTINUOUS IMPROVEMENTS

The ViaSyst Audit Management Software is under constant evolution.

ViaSyst prioritizes the evolutions according to the clients’ needs.

10% of the regular fees are dedicated to generic evolutions, beneficiating all clients.

Custom developments are also offered for addressing clients’ specific or priority needs.

At ViaSyst, you construct and continuously improve your IT management tools in tight dialog with a partner perfectly aware of your daily business.

Generate substantial savings

THANKS TO THE VIASYST AUDIT MANAGEMENT SOFTWARE

The ViaSyst audit reporting platform helps to generate substantial savings at both back office and auditor level.

Usually, the generated saving are in any case higher than the cost of the fees invoiced for using the ViaSyst audit reporting platform. This means you have an immediate pay-back.

Savings		h / report
Auditor	Editing of audit findings	1,00
	Editing of generic sections of the report	0,50
	Follow up and release of non-conformities	0,50
	Total hours saved per audit / report (auditor)	2,00
	Internal (or free-lancers) auditor rate per hour €	60,00
	Total auditor costs saved per audit / report €	120,00
Back office	Organisations’ & auditors’ assignment	0,25
	Audit report consistency check & format management	0,25
	Print, send & archive audit reports	0,50
	Managing data transfer between auditor & certification commission	0,25
	Follow-up of clients non-conformities	0,25
	Managing the certificate list	0,25
	Data processing & performance monitoring (dashboard, CSV)	0,25
	Total hours saved per audit / report (back office)	2,00
	Internal back office rate per hour €	30,00
	Total back office costs saved per audit / report €	60,00
ViaSyst fees	Fee per organisation according to price list (€)	18,00
Benefits	Effective total savings per audit / report (€)	162,00

Supports any Standard & Audit Type

ISO or private Management System Certification: 9001, 14001, 22000, 27001 , 45001, …
Product / Services and Competence Certification
Private or Official Standards
Internal Audits, 2^nd Party Supplier Audits, Inspection

(Non) Accredited Standards in any Business Sector: Food, Feed, Health & Safety, Industry, …
ISO 17021-1, 17065, 17020, 17024 Accreditations
Online & Offline Reporting
Supporting unlimited Languages: English, Chinese, French, Spanish, …

CLIENTS & USERS

ViaSyst is the leading global provider of cloud software as a service (SaaS) solutions for the audit and certification sector, trusted by world’s leading certification bodies across standards and business types.